Define: Meeting Rooms

What Meeting Rooms Means in a Contract

Meeting Rooms is a defined term used mainly in licence agreements for serviced offices, coworking spaces, and shared business centres. Rather than describing the rooms in prose, the contract typically points to a floor plan attached as a schedule, with the relevant spaces marked in a distinct colour, commonly green. This approach avoids ambiguity about which physical spaces the licensee is entitled to use as part of their occupation arrangement.

The clause usually appears alongside other defined spatial terms, such as the Licensed Premises or Common Areas, forming part of a broader scheme that separates exclusive-use space from shared facilities. Meeting Rooms are generally treated as shared or bookable resources rather than space allocated permanently to a single licensee.

Because the definition is anchored to a visual plan, the written words of the contract carry less independent meaning than the accompanying diagram. This is a deliberate drafting choice intended to make the boundaries of use easy to verify by simply looking at the plan rather than parsing a lengthy written description.

How Meeting Rooms Is Defined or Measured

Measurement of Meeting Rooms is almost always graphical rather than numerical. The rooms are identified by their outline on the Plan, typically using a coloured edge, so their extent is whatever the drawing shows at the time the agreement is signed. Some agreements supplement this with a schedule listing room names or numbers for cross-reference.

Critically, many such clauses include wording that lets the licensor change the rooms from time to time. This means the definition is not static. The contract effectively grants the licensor a unilateral right to redraw, relocate, or reconfigure which spaces qualify as Meeting Rooms, often without requiring the licensee's consent, though notice provisions may apply.

• Reference to a specific Plan attached to or incorporated into the agreement
• Use of colour coding, most commonly green, to mark the relevant boundaries
• An express right for the licensor to vary the rooms during the term
• Possible cross-reference to booking rules or usage policies

Where Meeting Rooms Appears in Agreements

The term appears most frequently in serviced office licences, coworking membership agreements, and business centre occupation contracts. It sits within the definitions section and is then used throughout clauses covering permitted use, access hours, booking procedures, and any additional charges for exceeding standard usage allowances.

It can also surface in facilities management contracts, where a provider is responsible for maintaining or servicing designated meeting spaces, and in real estate licences where a landlord retains control over communal amenities while granting occupants conditional access. Organisations documenting these arrangements sometimes rely on related records such as