How to Book Conference Rooms in Bhubaneswar?
- Exospace India
- 23 hours ago
- 4 min read
Updated: 5 hours ago
Bhubaneswar, often called the “Smart City of India,” is no longer just an IT and education hub; it’s fast becoming a hotspot for startups, corporate expansions, and remote teams looking for professional spaces with the city witnessing over 20% annual growth in commercial real estate absorption (source: industry reports), the demand for flexible meeting spaces and conference rooms is skyrocketing.
The time has passed when companies depended exclusively on their in-house boardrooms. Today, on-demand conference rooms equipped with advanced AV setups, high-speed internet, and comfortable seating are the go-to choice for everything from high-stakes client presentations to team brainstorming sessions, and with Bhubaneswar’s evolving business ecosystem, booking these spaces is easier than ever if you know where to start.
In this guide, we’ll walk you through exactly how to book a conference room in Bhubaneswar, including pro tips, common mistakes to avoid, and how to ensure you’re getting the best value for your time and money.
Step 1: Identify Your Meeting Requirements
Before you start browsing options, get crystal clear about why you need the conference room. Ask yourself:
Purpose: Is it for a client pitch, internal workshop, team meeting, or virtual conference?
Capacity: How many attendees will be there 5, 15, or 50?
Duration: Will you need it for a few hours, a full day, or multiple days?
Technology: Do you need a projector, large display, whiteboard, or video conferencing equipment?
Amenities: Consider refreshments, stationery, and breakout spaces.
A clear requirement list saves time and ensures you pick a space that supports your meeting goals.
Step 2: Explore Available Options in Bhubaneswar
Exospace offers a variety of conference room solutions, including:
Coworking spaces – Flexible, well-equipped, and centrally located (popular in Esplanade, Saheed Nagar, Patia).
Business centers – Fully serviced offices with professional meeting facilities.
Managed office spaces – Offer bookable meeting rooms as part of their services.
When shortlisting, look for:
Proximity to transport hubs (railway station, airport, major roads).
Easy accessibility for all attendees.
Parking availability.
Step 3: Check for Essential Features
The best conference rooms in Bhubaneswar typically include:
High-speed Wi-Fi (minimum 50 Mbps for seamless video calls)
HD projectors or smart TVs for presentations
Ergonomic seating for long meetings
Soundproofing for confidentiality
24/7 power backup to avoid disruptions
Catering services for refreshments
Step 4: Compare Pricing Models
Conference room bookings usually follow one of these models:
Hourly rates – Ideal for quick meetings.
Half-day or full-day packages – More cost-effective for longer sessions.
Membership-based discounts – Offered by coworking and managed office providers like Exospace.
Average hourly rates in Exospace Bhubaneswar range from ₹ 500 to ₹ 1,500 depending on location, capacity, and amenities.
Step 5: Make the Booking
Once you’ve selected your venue:
Contact the provider via their website, phone, or walk-in.
Confirm availability for your required date and time.
Negotiate terms, especially if you need recurring bookings.
Get a written agreement detailing inclusions, cancellation policy, and payment terms.
Pay securely via bank transfer, UPI, or card.
Pro Tip: Book at least 3 - 5 days in advance for peak times like Mondays, month-end reviews, or festive seasons.
Step 6: Prepare for the Meeting Day
A successful booking isn’t just about securing the room, it’s also about smooth execution.
Arrive 15 – 20 minutes early.
Test the equipment and the internet.
Arrange seating as per your meeting style (U-shape, classroom, round table).
Keep your presentation files ready (online & offline backup).
Common mistakes to avoid when booking a conference room
Ignoring hidden charges (extra hours, equipment use, catering).
Not checking the internet speed in advance.
Forgetting parking arrangements for guests.
Booking without checking the location convenience for all participants.
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