A meeting room is ready when the next group can walk in and start without hunting for anything. That comes down to six zones: the whiteboard, the table, the tech, the presenting kit, cleaning, and a small restock kit with a set day to check it. This checklist covers each zone, with the checks to tick off and the products that do the job.
Most interruptions in a meeting are small. A marker has dried out, the laptop will not connect to the screen, the slide remote is flat or the board still carries last week's notes. Each one is quick to fix, yet it stops the room while someone goes looking. The checks below are written for office managers, admin and HR teams, trainers and anyone else who looks after shared rooms.
Q4 fills the booking calendar with planning sessions and end-of-year training, so it is a sensible time to reset each room and agree what it should always hold.
Give each meeting room its own small kit box with spare markers, a spare eraser pad, batteries for the slide remote and a few notepads, and check it on the same day every week. Monday morning suits most offices, before the week's bookings start.
From our team in Tweed Heads
Six zones to check in every meeting room
Work through each zone in the room itself, at a time when nothing is booked. Tick what is in place and note anything missing for the order.
Prefer paper? Print this page (Ctrl + P or ⌘ + P) and only the checklist will print. Ticks are not saved once you leave the page.
Whiteboard
What to use: whiteboard markers in at least two colours, a magnetic eraser and a whiteboard cleaner
The whiteboard is usually the first thing people reach for, and the first thing to hold a meeting up. Keep markers, an eraser and cleaner on or beside the board, not in a drawer down the corridor. A magnetic eraser stays on the board where the next person will look for it, and refillable markers mean the spares cupboard only needs ink.
Example: the Artline 577 Magnetic Eraser and Marker Kit pairs a black 577 marker with a yellow magnetic eraser. ACCO give the 577 a 3mm bullet nib and say its dry safe ink can go up to 48 hours with the cap off before it dries out.
Whiteboards · Whiteboard markers · Whiteboard cleaners and erasers · Whiteboard accessories
Table
What to use: ruled notepads, a cup of working pens and a visitors book where guests sign in
People often arrive at a meeting without paper, then borrow a page from whoever is beside them. A stack of ruled pads and a cup of working pens at the end of the table fixes that. Where clients, candidates or contractors use the room, a visitors book at the door or at reception keeps a record of who came and went.
Example: the Spirax No. 411 is an A4 writing pad of 100 white pages ruled at 8mm and glue bound along the top edge. ACCO suggest it for compendiums and binders or as a standalone pad, and a top bound pad flips over without a spine in the way.
Tech
What to use: a display cable or adaptor that suits your laptops, a powerboard at the table and spare AAA batteries
Most meeting delays have nothing to do with the agenda. The usual one is a laptop that will not connect to the screen, followed closely by a flat slide remote. Leave a cable in the room that suits the laptops your team actually uses, keep power within reach of the table, and store spare batteries where the presenter will find them.
Example: the Jackson Fast Charge USB-C Powerboard has 4 switched outlets with USB-C and USB-A fast charging, surge protection and illuminated push switches. For a wall screen without a cable run, the Verbatim Share My Screen 4K Wireless Adapter is an HDMI transmitter and receiver set that connects via USB-C, with a range of up to 10 metres.
Computer cable accessories · Audio and video cables · Powerboards · Batteries
Presenting
What to use: a flipchart easel with a spare pad, chisel tip markers and a slide remote
Training sessions and workshops lean on paper as much as the screen. A flipchart in the corner lets a facilitator capture actions as they come up, and finished sheets can go on the wall for the rest of the day. A slide remote frees the presenter from the laptop, which matters more in a long session than most people expect.
Example: the Nobo Barracuda Mobile Flipchart Easel has a height adjustable central stem and an oversized magnetic dry erase board. Nobo describe it as stable in use and easy to move from room to room.
Flip charts and easel pads · Presentation pointers · Presentation accessories
Cleaning
What to use: surface wipes, a tissue cube, a lined bin and hand sanitiser where food is served
A room left with coffee rings and a full bin tells the next group that nobody is looking after it. A tub of surface wipes on the shelf lets each group wipe the table before they leave, and a tissue cube and a lined bin cover the rest. If the room hosts catered training, put hand sanitiser by the door as well.
Example: the Kleenex Facial Tissue Cube stands upright on a desk or counter and holds 90 white 2 ply tissues. Kimberly-Clark pack 24 cubes to a case, enough for several rooms.
Cleaning wipes · Facial tissues · Office waste bins · Hand sanitisers
Restock kit and check day
What to use: one lidded box per room and a set day in a shared calendar
Rooms run short because restocking tends to happen only when something runs out mid-meeting. A small lidded box in each room, holding the spares, turns that into a routine. Pick one day a week and give one person the job of working through this checklist with the box open.
Example: the Italplast Stacka Storage Box with Lid 10 Litre is clear, so the contents are easy to identify, and its locking handles hold the lid in place. It stacks securely with other Stacka units.
Before the next booking
A quick check for the few minutes between one meeting and the next.
- Board. Wiped clean, with two working markers and the eraser on the ledge.
- Table. Clear of papers and cups, with notepads and pens at the end.
- Tech. The room cable at the screen and the slide remote switched off and back in its place.
- Bin. Emptied if it is more than half full.
Nine meeting room basics
One product for each job in the checklist, not the whole range. Details come from each product's own description.
Whiteboard
Quartet Penrite Slimline Premium Magnetic Whiteboard 900 x 600mm
A steel whiteboard in a slim aluminium frame with a pen tray. ACCO rate it for medium or occasional use and say the surface resists ghosting over time.
ACCO back the surface with a 10 year warranty. Larger Penrite sizes suit bigger rooms.
View product
Markers
Pilot BegreeN V Board Master Whiteboard Marker Chisel Medium Assorted Pack of 5
Black, blue, red, green and orange chisel markers for wide strokes, so headings, columns and charts read clearly across a room.
Each colour refills with its matching WBS-VBM cartridge, so the spares box holds ink rather than new markers.
View product
Erasers
Quartet Magnetic Whiteboard Eraser
A magnetic eraser that stays attached to the whiteboard, with replaceable soft felt pads. ACCO say 2 refill pads are included.
Keep a spare pad in the room's kit box for when the first one starts to smear.
View product
Meeting notes
Writer Bank Office Pad Ruled 100 Sheet A4 294 x 208mm Pack of 10
Ten A4 pads of 100 sheets each, on 50gsm paper ruled at 8mm, a spacing that fits a full page of meeting notes.
One pack sets out a pad per seat in a ten seat room.
View product
Sign-in
Collins 2810.P99 Corporate Visitors Book 192 Page Executive 300 x 200mm Black
192 pages in a landscape 300 x 200mm format, with a padded black cover, gold blocking and section-sewn binding.
Columns cover the date, arrival and departure times, visitor name, company, person visited and pass number.
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Cables
Lindy 2m USB Type C to HDMI 4K60 Adapter Cable with HDR
Connects a laptop with USB Type C and DisplayPort Alternate Mode straight to an HDMI display, with 4K 60Hz and HDR support and no separate converter.
Check your laptops support DisplayPort Alternate Mode over USB-C before ordering one per room.
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Presenting
Kensington Presenter Wireless without Laser Black
A laser-free slide remote with forward, back, blank screen and slideshow buttons, on a plug and play 2.4GHz nano receiver with no driver required.
It runs on AAA batteries, and the receiver stores inside the battery compartment between sessions.
View product
Flipchart
Quartet Flipchart Pad 50 Sheets 600 x 850mm Pack of 2
Two pads of 50 perforated sheets on 80gsm recycled paper, which ACCO say prevents marker ink bleeding through.
Keep one pad on the easel and the second behind it, so a long workshop never runs out.
View product
Cleaning
Italplast EaziWipes Antibacterial Disposable Wipes Tub 60
Antibacterial disposable wipes in a resealable tub, for desks, workstations, office equipment and other hard surfaces.
A tub on the shelf lets each group wipe the table before they leave.
View productBefore you place the order
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Order for every room at once
Put the whole kit list into one order rather than topping up room by room. Free standard delivery on orders of $149* (conditions apply) to most ACT, NSW, QLD and VIC metro areas.
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One standard kit list per room
Agree one list of markers, pads, cables and batteries and use it in every meeting room. The weekly check gets faster, and anyone can restock a room without asking what belongs in it.
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Several rooms or sites
For multiple rooms or sites, use Add to Quote or Bulk Enquiry on the product page, or contact our team with your kit list and the number of rooms.
*Conditions apply. Freight applies to bulky items and some locations. See freight and delivery for details.
Frequently asked questions
What should a meeting room kit include?
A practical meeting room kit holds whiteboard markers in at least two colours plus a spare black, an eraser with a spare pad, whiteboard cleaner, ruled notepads, a few pens, the room's display cable or adaptor, spare AAA batteries for the slide remote and a tub of surface wipes. Keep it in a labelled, lidded box in the room and check it on the same day each week.
How do I remove ghosting from a whiteboard?
Ghosting is the faint trace that old marker leaves on a whiteboard. Wipe the board with a cleaner made for whiteboards and dry it with a clean cloth. For older marks, use a heavier cleaner such as the Quartet Extra Strength Whiteboard Cleaner, which ACCO describe for tough ink stains and ghosting, or the Visionchart Vista Deep Clean fluid. Use only whiteboard markers on the board, and wipe it at the end of each meeting so writing is not left on for days.
How often should a shared meeting room be checked?
A weekly check suits most offices, with a quick look between bookings at the board, the table, the room cable and the bin. Rooms used all day for training may need a daily check. Set a day, give one person the job and keep a printed copy of the checklist in the room's kit box.
Which cable connects a laptop to the meeting room screen?
It depends on the laptop and the screen. If the laptop's USB-C port supports DisplayPort Alternate Mode, a USB-C to HDMI cable such as the Lindy 2m USB Type C to HDMI connects it straight to an HDMI screen. For a wireless option, the Verbatim Share My Screen 4K Wireless Adapter connects via USB-C with a range of up to 10 metres. Check the ports on your team's laptops before ordering one per room.
Does free delivery apply to meeting room orders?
Free standard delivery applies to orders of $149* (conditions apply) to most ACT, NSW, QLD and VIC metro areas. Freight applies to bulky items and some locations, and our freight and delivery page has the details.
A room that is ready before anyone walks in
Six zones and a kit box in every room, checked on a set day. Most of what goes wrong in a meeting comes down to a missing marker or a missing cable, and both are easy to sort out before the booking starts.
Mega Office Supplies is a family-owned Australian business. We supply workplaces across the country from our team in Tweed Heads and our suppliers' warehouse network nationwide. If you are setting up several rooms, send us your kit list and we will help match the right products to each one.
Nadine and Marty, co-founders, Mega Office Supplies
