Turning Meeting Rooms into Solid Revenue Streams: A Strategic Guide for Coworking Operators

When launching a coworking space, most operators focus heavily on memberships, and understandably so. But while desks or private offices may be the core product, meeting rooms hold untapped potential to drive profitability. If managed and priced correctly, they can become one of the most reliable and scalable sources of non-recurring revenue.

This article explores how to approach meeting rooms not as an amenity but as a business unit. Drawing from real-world experience and grounded in data-backed strategies, it walks through how coworking operators can structure pricing, manage costs, and optimize room utilization to turn these spaces into strategic assets.

Pricing Isn’t Just About Numbers, It’s About Positioning

When opening a coworking space, operators usually face a familiar dilemma: how much should they charge for their meeting rooms? The instinct is often to align with competitor pricing, but the more research is done, the clearer it becomes that pricing is not simply an exercise in matching the market. It’s about understanding the product’s position within that market.

It’s common to start with benchmarking—not just price per hour, but price per square meter, room capacity, equipment quality, and finish. Whether competitors include screen-sharing tech, natural light, flexible furniture, or soundproofing, all of these factors directly impact perceived value.

From there, a base hourly rate and layered pricing for half-day and full-day bookings can be established. This helps reward longer reservations and reduce turnover time, improving operational efficiency.

Know Your Real Costs Before Setting Discounts

Many spaces unknowingly underprice their meeting rooms. They look at competitor rates or set prices based on intuition, without a full grasp of what it actually costs to operate those rooms.

This approach typically shifts when fixed and variable costs are calculated in detail:

• Fixed costs (rent, licenses, insurance, general staffing) are allocated by the percentage of floor space taken by meeting rooms
• Variable costs, such as cleaning, booking platform commissions, and consumable supplies, are calculated based on how frequently and intensively each meeting room is used.
• Depreciation of equipment, such as projectors, screens, and furnishings, is factored over their expected lifespan.
• Financial costs, such as interest on equipment purchased through financing, should also be considered.

This provides a clearer picture of the true cost per hour for each room. It allows operators to set “red lines”, minimum pricing thresholds that no discount should breach, and helps determine which offers are viable and which would quietly erode margins.

What to Include (and What Not to)

Deciding what’s included in the room rate versus what’s offered as an extra can dramatically affect both operational costs and customer expectations.

Take something seemingly small, like a roll of craft paper. If included as a feature in brainstorming rooms, replenishment costs and the time spent maintaining it must be considered, as they can quickly become an operational burden.

Instead, consider a different approach:

• Include items essential to core functionality (Wi-Fi, standard screens, power outlets).
• Offer extras such as branded signage, premium AV equipment, white-glove service, or catering as paid add-ons.

This not only streamlines operations but also creates upselling opportunities that add value for clients and margin for the space.

Use Discounts with Intent, Not Assumption

Discounts are a powerful tool, but only when applied strategically. For example, introducing a discount based on booking duration, offering 20% off for half-day bookings and 40% off for full-day bookings, can encourage clients to commit to longer reservations, reducing gaps between bookings and simplifying scheduling.

Experiments can also be run with early-bird discounts and last-minute premiums. Clients booking weeks in advance could receive 10–30% off standard rates, offering better forecasting visibility. Conversely, those needing space urgently may pay 10–20% more, offsetting the short lead time and additional preparation.

It is important to align discount policies with room category and demand. High-demand rooms typically receive limited or no discounts to preserve value, while less frequently booked spaces may be offered more aggressive incentives to increase utilization.

Dynamic Pricing: A Competitive Advantage

Static pricing falls short in a dynamic environment like coworking. For example, dynamic pricing can be implemented through coworking software platforms like Nexudus. By analyzing usage trends, the system adjusts prices automatically, as shown in the example below:

• Morning peak hours (e.g., 9–11 AM) see rates increase by up to 30%.
• Off-peak windows (e.g., 2–4 PM) feature reduced rates to attract new bookings.
• Low-demand days (Fridays or late afternoons) become ideal for promotional discounts.

Automating this process allows operators to respond to market demand in real time without manual intervention, boosting revenue during high-traffic periods while optimizing occupancy during slower ones.

Launch Promotions Without Undermining Value

At launch, discounts can be introduced as part of a go-to-market strategy. This helps generate initial demand, gather usage data, and refine pricing.

For example:

• Standard rooms can be offered at 30% below market rate.
• High-end boardrooms could have minimal discounts (e.g., 10%) to preserve perceived value.
• Event-oriented spaces may receive deeper promotions to drive traffic and build awareness.

These adjustments are temporary. As occupancy and customer feedback are tracked, rates can be gradually adjusted upward, aligning more closely with target base prices over time.

Policies That Protect Revenue

Cancellations and no-shows are an inevitable part of managing space bookings. Without a clear cancellation policy, they can become a silent revenue drain.

It is recommended to implement a straightforward policy, such as:

• Cancellations made within 12 hours of the reservation incur a 50% charge.
• No-shows are billed in full.
• Clients are reminded of the policy at multiple touchpoints (during booking, confirmation emails, and automated reminders).

Such policies can significantly reduce last-minute cancellations while helping recapture missed revenue.

Final Thought: Meeting Rooms Are Not Just a Feature

Meeting rooms are not a secondary offering within the coworking experience. When priced and managed intentionally, they can contribute a significant percentage of monthly income, drive brand differentiation, and enhance customer satisfaction.

They are a product with a cost, a market position, and a revenue ceiling that can be raised through strategy and execution.

With the right tools, such as Nexudus, and a clear operational framework, turning meeting rooms into reliable revenue centers is entirely achievable.