Keller Williams Integrity Realty provides meeting spaces free of charge for agents and staff at the Carling Office to support training, client meetings, and business development. To ensure fair use and proper maintenance of these rooms, all bookings must follow the policies outlined below.
This guide explains the booking process, usage expectations, deposit & fee structure, and responsibilities for the Training Room, Boardroom, and Closing Rooms.
Failure to comply with these policies may result in additional fees or loss of future booking privileges.
1. Training Room Booking Policy
Booking Confirmation & Approval
- All training room bookings must be approved by the front desk before being confirmed in the calendar.
- Recurring bookings may be scheduled up to 6 months in advance, subject to availability.
- To request a booking, complete the Training Room Booking Request Form:
Booking & Usage Guidelines
- The training room is available for Keller Williams Integrity Realty agents and staff. External bookings require prior approval.
- The maximum advance booking window is 6 months.
- Cancellations must be made at least 48 hours in advance to avoid a cancellation fee. Cancellation requests can be sent to reception@kwintegrity.ca
- Room Setup: The room must be returned to Classroom Style layout unless otherwise approved.
- Technology Use: Any modifications to projectors, microphones, speakers, or cables must be approved before use. Unauthorized changes will incur a tech reset fee.
Deposit & Fees
| Fee Type | Amount | Conditions |
|---|
| Deposit | $100 (hold on office bill) | A hold line item will be placed on your monthly office bill. If there are no issues, the hold will be removed. If the room is left in disarray, the deposit will be charged plus any additional applicable fees. |
| Cleaning Fee | $100 | Charged if trash is left, dishes are unwashed, or the floor is not vacuumed. |
| Tech Reset Fee | $50 | Applied if unauthorized modifications are made to the tech setup. |
| Cancellation Fee | $25 | Applied for no-shows or cancellations made less than 48 hours in advance. |
Additional Equipment & Storage Access
- Additional Chairs: If extra chairs are needed, agents must obtain the storage room key from the reception desk.
- Additional Equipment (Tables, Drink Cooler, etc.): Any extra tables, drink coolers, or other equipment must be checked out at the front desk prior to use.
Cleaning & Reset Expectations
- Remove all garbage and recycling.
- Wash and put away any dishes used.
- Vacuum the space if needed.
- Reset the room to Classroom Style layout.
- Ensure no unauthorized modifications were made to the technology setup.
2. Boardroom Booking Policy
Booking Confirmation & Approval
- All boardroom bookings must be approved by the front desk.
- Recurring bookings are allowed but cannot exceed 1 month in advance.
Booking & Usage Guidelines
- The boardroom is available for Keller Williams Integrity Realty agents and staff.
- The maximum advance booking window is 1 month.
- Cancellations must be made at least 48 hours in advance. Cancellation requests can be sent to reception@kwintegrity.ca
- Rooms must be returned to their original condition after use.
Fees & Responsibilities
| Fee Type | Amount | Conditions |
|---|
| Cleaning Fee | $50 | Charged if trash is left, dishes are unwashed, or the room is in disarray. |
| Tech Reset Fee | $25 | Applied if unauthorized changes are made to the room’s technology setup. |
| Cancellation Fee | $25 | Applied for no-shows or cancellations made less than 48 hours in advance. |
Cleaning & Reset Expectations
- Remove all garbage and recycling.
- Wash and put away any dishes used.
- Reset the furniture to its original setup.
- Ensure no modifications were made to the technology setup.
3. Closing Room Booking Policy
Booking Confirmation & Approval
- All closing room bookings must be approved by the front desk.
- Recurring bookings may not exceed 1 month in advance.
Booking & Usage Guidelines
- The closing rooms are available for Keller Williams Integrity Realty agents and staff.
- The maximum advance booking window is 1 month.
- Cancellations must be made at least 48 hours in advance. Cancellation requests can be sent to reception@kwintegrity.ca
- Closing rooms are only for client meetings and cannot be used as personal office spaces.
- Alternative Workspaces: Agents needing workspace may use a Superman Booth or the bullpen.
Fees & Responsibilities
| Fee Type | Amount | Conditions |
|---|
| Cleaning Fee | $25 | Charged if trash is left, dishes are unwashed, or the room is left in disarray. |
| Tech Reset Fee | $25 | Applied if unauthorized changes are made to the room’s technology setup. |
| Cancellation Fee | $25 | Applied for no-shows or cancellations made less than 48 hours in advance. |
Cleaning & Reset Expectations
- Remove all garbage and recycling.
- Wash and put away any dishes used.
- Reset the furniture to its original setup.
- Ensure no modifications were made to the technology setup.
Important Notes
- Failure to adhere to these policies may result in additional fees or loss of future booking privileges.
- Agents are responsible for ensuring their booked rooms are cleaned and reset after use.
- Unauthorized use of technology or furniture modifications will result in additional fees.
Frequently Asked Questions (FAQ)
1. How far in advance can I book a room?
- Training Room: Up to 6 months in advance.
- Boardroom & Closing Rooms: Up to 1 month in advance.
2. How do I book the training room?
- Submit your request through the Training Room Booking Request Form:
3. How will my deposit be charged?
- A hold line item will be placed on your monthly office bill.
- If there are no issues, the hold will be removed.
- If the room is left in disarray, the deposit will be charged plus any additional applicable fees.
4. What if I need extra chairs or equipment?
- Chairs: Get the storage room key from reception.
- Tables, drink coolers, etc.: Must be checked out at the front desk before use.
Contact for Assistance
For room booking inquiries, approvals, or issues, contact: