How to resolve a meeting room clash in English

1. You booked the only big meeting room from 2 to 3 pm today for a client visit.
2. Three people from the client company are coming.
3. At 1:45, you find Hannah from another team setting up for her weekly team meeting.
4. She says the bookings must have clashed.
5. The booking system shows that you booked the room last week.
6. The small meeting rooms fit four people, but only just.

Say each line out loud from its hint, then tap to check.

1. 1 · Open

   A calm way to raise the issue

   “Hi, could we quickly check the room booking?”

2. 2 · Explain

   States the key fact without sounding accusing

   “I've got this room booked from two till three for a client meeting.”

   Keeps the focus on the problem, not the person

   “It looks like the bookings have clashed somehow.”

3. 3 · Ask

   Polite and natural between colleagues

   “Would you mind checking what you've got in the system?”

   Direct but collaborative

   “Could we work out another room for your meeting?”

4. 4 · Push back

   A polite way to explain why an option doesn't work

   “I'm afraid the smaller rooms would be a bit tight for us.”

5. 5 · Meet halfway

   Offers practical help without sounding formal

   “If it helps, I can give you a hand moving your things.”

6. 6 · Wrap up

   Checks that the arrangement is clear

   “Shall we agree who's using which room, then?”

“You must leave” sounds like an order; the natural version is firm but cooperative.