The conference room is one of the most important spaces in any business—where meetings, collaborations, and key decisions often take place. It’s also where clients and stakeholders form their first impressions of your company’s professionalism. Keeping this space tidy, clean, and ready for use at all times is essential.
A well-maintained workplace includes a clean, organized meeting room that also encourages productivity and reflects the company’s commitment to high professional standards.
Responsibility for keeping the conference room clean is sometimes unclear— organizers and attendees may leave the room after a session and assume someone else will handle the cleanup. Use this conference room etiquette checklist from ServiceMaster Clean to establish clear guidelines. In this way, everyone will know what to do after each meeting to maintain the cleanliness of the room and to leave it organized and ready for the next users.
Conference Room Checklist
You can customize our conference room cleaning checklist to fit your business’s particular needs. Some tasks, such as removing personal items and debris from the room after use, should be the responsibility of attendees, but in general, the leader or primary organizer of the meeting should take the overall responsibility to ensure the following tasks are completed after each meeting has ended.
Turn off all computers and other electronic equipment
Whether equipment is turned off or put on standby depends on your office’s workflow and best practices, but there should be some standard that everyone can follow for how electronic devices such as conference room computers, speakers, projectors, and cameras are left when the room is not in use.
Put equipment, tools and furniture back where they belong
All conference room furniture, tools and equipment—such as chairs, movable desks, video conferencing equipment, pens, remotes, notepads, phones, and laptops—should be returned to their proper places after each meeting. Remove any items brought in for the session, and leave the room exactly as it was found (assuming that proper cleanup was done by the previous users).
Restock Supplies
If pens, paper, notepads, drinking cups, flipcharts, disposable wipes, and other supplies are stored for use in the conference room, make sure they are adequately restocked for the next meeting.
Overall cleanup
Erase all whiteboards and presentation flipcharts. Discard all leftover papers and handouts, food, drinks, and any other debris remaining after the meeting. Typically, each attendee should be responsible for cleaning up their own area. However, it’s up to the meeting’s organizer or leader to ensure the room is left tidy and ready for the next scheduled meeting. Report any damages, spills, or stains to the office maintenance manager.
Wipe down surfaces with disposable cleaning wipes
Wipe down all surfaces that were used during the meeting with disposable sanitizing cleaning wipes to help combat germs and the spread of illness. Keeping cleaning wipes easily accessible encourages users to wipe down surfaces after meetings.
Turn off the lights
Once everything else on the checklist has been completed, ensure that all lighting in the room is turned off, and that all window coverings are placed back in the position they were found prior to the meeting.
Include the conference room in your regular professional cleaning schedule
Include the conference room in your routine cleaning schedule, even if it’s used infrequently, to ensure it remains dust-free and ready for use. In addition to post-meeting tasks, professional cleaners should vacuum, empty trash, and sanitize all surfaces, with special attention to high-touch areas like switches, handles, desks, phones, keyboards, and other shared items.
Schedule periodic deep cleaning for floors, carpets, upholstered furniture, windows, and air vents, and arrange special-event cleaning after parties or large gatherings. For comprehensive, customized cleaning solutions that promote a healthy and professional environment, consider ServiceMaster Clean’s expertise and tailored programs for your business.