# Write fair rules for booking meeting rooms and hot desks

Clear, short booking rules for rooms and desks that cut no-shows and squatting, plus the announcement to launch them.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Standard
- Tags: Meetings, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-fair-rules-for-booking-meeting-rooms-and-hot-desks

## Prompt

```text
Help me write booking rules for meeting rooms and shared desks.

**Spaces:** [rooms with capacity and equipment, number of hot desks, quiet zones, phone booths]
**Booking tool:** [e.g. calendar resources, desk booking app]
**Current problems:** [e.g. "rooms booked but empty", "1 person in the 12-seat room", "desks reserved all week", "recurring bookings that never end"]
**Attendance pattern:** [busy days, hybrid policy]
**Who gets priority:** [e.g. client meetings, interviews, leadership]

Write:
1. **Room rules:** booking windows, maximum length, right-sizing (book a room that matches attendee count), a release rule for no-shows (e.g. auto-release after 10-15 minutes), recurring bookings expiring each quarter, leaving the room as found.
2. **Desk rules:** how far ahead to book, maximum days, clear-desk policy, team neighborhood days if any, quiet-zone etiquette.
3. **Priority and conflict handling:** who wins clashes and how to ask someone to move politely.
4. **Accessibility:** reserved accessible desks and rooms, and how to request adjustments.
5. **A one-page summary** for walls and the intranet.
6. **Launch announcement** - friendly, explaining the why in two sentences.
7. **Metrics to review monthly:** utilization, no-show rate, peak days - and what to adjust.

Keep every rule to one line. Avoid a policing tone.
```

## What to fill in

- e.g. calendar resources, desk booking app
- busy days, hybrid policy
- e.g. client meetings, interviews, leadership

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