Meeting Room Booking System
Meeting Room Booking System
Global Trust Bank uses the RoomBook platform to manage the reservation of meeting rooms, conference suites, and auditoriums across all offices worldwide. This article explains how to access and use the system, along with booking policies and etiquette guidelines.
Accessing RoomBook
RoomBook is accessible via the following channels:
- Intranet: Navigate to Facilities > RoomBook or visit roombook.globaltrust.internal
- Outlook Add-in: The RoomBook add-in is pre-installed on all corporate Microsoft Outlook clients. When creating a meeting invite, click the "Find a Room" button to search available rooms.
- Mobile App: The GTB Mobile app includes a RoomBook module. Available for iOS and Android on the GTB App Store.
- Room Panels: Interactive panels outside each meeting room display current availability and allow ad-hoc bookings.
Room Categories
| Category | Capacity | Equipment | Locations |
|---|---|---|---|
| Huddle Room | 2–4 persons | Screen, webcam, speakerphone | All floors |
| Standard Meeting Room | 6–10 persons | Screen, webcam, conference phone, whiteboard | All floors |
| Large Meeting Room | 12–20 persons | Dual screens, video conferencing, whiteboard | Floors 15–16 |
| Boardroom | 20–30 persons | Full AV suite, interpretation equipment | Floor 25 |
| Auditorium A | 150 persons | Stage, AV, live streaming capability | Floor 15 |
| Auditorium B | 80 persons | Stage, AV, recording capability | Floor 16 |
Booking Policies
- Advance Booking: Standard meeting rooms may be booked up to 30 days in advance. Boardrooms and auditoriums may be booked up to 90 days in advance.
- Maximum Duration: Single bookings are limited to 4 hours. For full-day events, contact Facilities Management directly.
- No-Show Policy: If a room is not occupied within 15 minutes of the booking start time, the reservation is automatically released and made available to other staff.
- Recurring Bookings: Recurring bookings for the same room are limited to a maximum of 12 consecutive weeks. Renewals must be submitted as a new request.
- Cancellation: Bookings should be cancelled at least 2 hours in advance to avoid the room being unnecessarily held.
Catering
Catering may be requested through RoomBook at the time of booking. The following options are available:
- Tea and Coffee Service — Complimentary for all bookings
- Working Lunch — Sandwich and salad platters (GBP 12 per person, minimum 6 persons)
- Executive Lunch — Hot catered meal (GBP 30 per person, minimum 8 persons, Floor 21 only)
- Refreshment Platters — Pastries, fruit, and beverages (GBP 8 per person)
Catering requests must be submitted at least 48 hours before the meeting. Orders are fulfilled by the in-house catering team managed by Sodexo.
Technical Support
For assistance with audio-visual equipment in meeting rooms, contact the AV Support Desk at extension 8250 or email av.support@globaltrust.com. On-site technicians are available Monday to Friday, 08:00–18:00.
Feedback and Issues
Room condition issues (cleanliness, temperature, broken equipment) should be reported via the Facilities Helpdesk at facilities.helpdesk@globaltrust.com or extension 8201.