This guide is for front desk staff to ensure that all room bookings for meeting rooms and the training room follow a standardized process.

Properly logging booking requests prevents double bookings, financial costs, and scheduling conflicts. Failure to follow these procedures has resulted in costly mistakes, including a $500 scheduling error, unhappy agents, and the potential for them to leave the brokerage due to dissatisfaction. 

Moving forward, all bookings must be recorded with complete and accurate details.

1. Booking Process & Required Information

How to Enter a Booking Request

• Step 1: Confirm availability in the office calendar.
• Step 2: Gather the required information from the requesting agent/admin (boardroom or closing room). If they are booking the training room please gather the information from their form submission.
• Step 3: Enter the booking in the calendar with the correct event title format (see below).
• Step 4: Add the required details in the Notes Section of the calendar event.

Required Information for Calendar Entries

Every booking must include the following in the Notes Section of the calendar event:

Example Calendar Notes Entry:

Name of Staff: Caitlen Coates  
Date & Time of Booking Request: Feb 5, 2025 - 8:30 AM  
Agent/Admin Who Requested Booking: Sally Johnson  
Agent/Admin’s Email: Sally@kwintegrity.ca  

2. Event Title Formatting Guidelines

All bookings outside of training calendar events must follow this naming format for clarity:

Format:

Agents/Team Name: Event Title (Internal/External Facing) **Are the hosting for the office and agents or are they hosting for their clients?**

Examples:

✅ Sally Johnson: First Time Home Buyers Seminar (External)
✅ The West Team: Weekly Meeting (Internal)

3. Deposit & Office Billing Process

For Training Room Bookings, a $100 refundable deposit will be placed on the agent’s monthly office bill as a hold line item.

• 1. Setting Up the Deposit Hold

  • Once the training room booking is confirmed, the reception team must send all booking details to the (Market Center Administrator) MCA to set up the hold line item on the agent’s account.
  • CC: Operations and Agent Services on the email to ensure full team visibility.

  2. Removing the Deposit Hold

  • If the room is left clean and properly reset, email the Market Center Administrator (MCA) to confirm that the deposit hold can be removed from the agent’s next billing cycle.
  • CC: Operations and Agent Services on the email for transparency.

  3. Handling Issues & Charging the Deposit

  • If the room is left in disarray, Reception must notify Operations.
  • Operations will inspect the room and:
    • If minor issues are present, coordinate with the agent to rectify the situation.
    • If the room requires additional cleaning or tech resets, notify the Market Center Administrator (MCA) to proceed with charging the deposit along with any additional applicable fees.

4. Additional Equipment & Storage Access

• Additional Chairs: Agents must obtain the storage room key from the reception desk. This key must be returned. Inform agent they may leave the key in the dropbox located in the printing room.
• Extra Equipment (Tables, Drink Cooler, etc.): Must be checked out at the front desk before use.
• All borrowed items must be returned after the event.

5. Food & Beverage Policy

✅ Food and beverages are allowed, but all mess must be cleaned up immediately after the event.
✅ Spills must be cleaned up immediately, and all trash should be disposed of in designated bins.
✅ If the room is left unclean, a cleaning fee will apply.

6. Technical Support for Events

• If an agent requests technical support (e.g., projector, microphone, screen setup, etc.), they must submit their request at least 48 hours in advance.
• Unapproved modifications to technology will result in a $50 tech reset fee.

7. Signage & Decorations Policy

• Temporary signage and decorations are allowed but must be removed immediately after the event.
• Any damage to walls, furniture, or equipment due to decorations will result in repair fees charged to the agent or team responsible.

8. Late Arrivals & Early Departures

⏳ If a booked room is not in use within 15 minutes of the scheduled start time, it may be reassigned to another team.
🚪 If an event ends earlier than scheduled, the room should be vacated promptly to allow for cleaning and reset.

9. Why This Process is Important

To prevent future issues, front desk staff must ensure all bookings are entered correctly with complete information.

Frequently Asked Questions (FAQ)

1. Why do I need to include the booking request date and time?

• This ensures that all bookings are logged chronologically, reducing the risk of double bookings.

2. What happens if I don’t follow the required event title format?

• Incorrectly formatted event titles may be rejected or corrected by the Operations Manager.

3. How will the agent be charged for the deposit?

• A hold line item will be placed on their monthly office bill. 
• If the room is left in good condition, the deposit hold will be removed.
• If the room is left in disarray, the deposit will be charged along with any applicable fees.

4. What if an agent needs extra chairs or tables for their event?

• Chairs: Agents must pick up the storage room key from reception.
• Extra tables, drink coolers, etc.: Must be checked out at the front desk before use.

5. What if an agent needs tech support for their event?

• Requests for technical assistance must be submitted at least 48 hours in advance & booked with operations.

6. What happens if an event starts late?

• If a booked room is not in use within 15 minutes, it may be reassigned to another agent or team.

Contact for Assistance

For booking questions or approvals, contact:

• Agent Services Manager - agentservices@myintegrity.ca
  
• Operations Manager – operations@myintegrity.ca
  
• Market Center Administrator - mca@myintegrity.ca