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Learning Objectives
By the end of this lesson, you will be able to:
- Book a meeting room and organize a meeting space professionally.
Exercise 1
Situation
Direction: Read the situation for today's lesson
Alex is asked to organize a short team meeting with Mr. Miller, Sarah, and Omar. He checks the company booking system to see which rooms are available. He chooses a room that fits the team size and has a screen for presentations. Alex reserves the room, confirms the time, and sends a quick message to the team with the location. He also asks Omar to arrive early to help set up the room.
Exercise 2
Vocabulary
Direction: Listen and repeat after your tutor
Availability
noun
/əˌveɪləˈbɪləti/
Meaning:
The time when something is free and can be used.
- Please check the room’s availability for 2 p.m.
Locked in
idiom
/lɒkt ɪn/
Meaning:
Confirmed and fixed.
- The meeting room is locked in for tomorrow.
Set up
phrasal verb
/sɛt ʌp/
Meaning:
To prepare something so it is ready to use.
- Omar will set up the chairs and the projector.
Could you please…
phrase
IPA
Meaning:
A polite way to ask someone to do something.
- Could you please book the room for 10 a.m.?
Exercise 3
Office Conversation
Direction: Read the conversation aloud with your teacher.
Situation:
Anna introduces herself to a new colleague at work.
Sarah, I checked the availability for the meeting rooms.
Alex
Great! Did you lock one in?
Sarah
Yes, Room B is locked in for 10 a.m.
Alex
Perfect. Does it have a screen?
Sarah
Yes, and Omar will set up the equipment.
Alex
Could you please send the location to the team?
Sarah
Already done.
Alex
Awesome, thanks!
Sarah
Check Understanding
Direction: Answer the questions about the conversation.
1. Which room did Alex book?
2. What will Omar do?
3. What did Alex send to the team?
Exercise 4
Study Guide
Direction: Read the study manual aloud.
Booking a meeting room is a simple but important task. First, check the availability using your company’s booking system. Make sure the room is the right size and has the equipment you need, such as a screen or projector. Once you find the right room, lock it in by reserving it as soon as possible. After that, inform your team of the time and location.
Clear communication helps everyone arrive on time and prepared. If the meeting needs special equipment, ask someone to set it up early. Using polite language such as “Could you please…” shows professionalism and teamwork. Always double-check your booking before the meeting to avoid confusion. Being organized with meeting rooms shows reliability and helps meetings run smoothly.
Exercise 5
Choose the Correct Answer
Direction: Direction: Select the correct answer from the options A, B, or C.
1. Alex books the room ___ the meeting.
A. for
B. in
C. at
2. He reserved ___ room for 10 a.m.
A. a
B. an
C. the
3. Alex usually ___ the room online.
A. book
B. books
C. booking
4. He ___ already locked in the room.
A. has
B. will
C. is
5. Sarah thanked ___ for organizing the room.
A. he
B. him
C. his
6. Alex sends the details ___ to the team.
A. quick
B. quickly
C. quickness
7. This is ___ important meeting.
A. a
B. an
C. the
8. Omar will ___ up the equipment.
A. set
B. take
C. bring
Exercise 6
Discussion
Direction: Discuss these questions to practice speaking and share experiences.
1. How do you check the availability of a meeting room?
2. When do you book a room for a meeting?
3. What equipment do you usually need in a meeting room?
4. How do you inform your team about the meeting location?
5. What do you do if the room is already booked?
6. How do you ask someone to help set up the room?
7. Where do you find your company’s booking system?
8. How does good room planning make meetings better?
