Meeting Room Rental KL: Inclusions and How to Book
A bookable meeting room in KL should clearly state its capacity, equipment, rental duration and total cost before you pay. At Maxsmart Event Space, the Nexus Executive Boardroom accommodates up to 18 guests, with standard rates of RM300 an hour, RM1,200 for a half day or RM1,800 for a full day. Screens, Wi-Fi and an on-site tech assistant are included, with a two-hour minimum booking.
What should a meeting room rental include?
Start with the tasks your guests need to complete. A presentation needs a suitable display and a way to connect your laptop, while a hybrid discussion also needs a camera and room audio. Ask for the equipment list for the particular room you’re reserving.
Published meeting room packages at coworking centres include combinations of Wi-Fi, wireless projection and video conferencing. However, the phrase “fully equipped” gives you little detail on its own. Confirm whether the advertised facilities are included in the rental price and whether someone can help you connect.
For a working session, check how participants can write or annotate ideas. A smart whiteboard can be useful when your agenda involves reviewing a proposal together. If you need a recording, confirm the arrangement beforehand rather than assuming that video conferencing includes recording services.
Refreshments deserve the same attention. Drinking water, a coffee station and a catered tea break are different provisions, so look for clear wording. Keep meals and any dietary requirements in your planning notes until their arrangements and costs are confirmed.
Choose the layout before comparing prices
Count everyone who will be physically present, including the chairperson and any visiting presenters. Then consider how they’ll work together. A boardroom layout suits a discussion where guests need to face one another around a table.
A room’s maximum capacity depends on its seating arrangement. Theatre seating supports an audience facing a presenter, while classroom seating provides a different working setup. Comparing those headline capacities without checking the layout can lead you towards a room that doesn’t suit your agenda.
For an executive discussion, look at the room photographs as well as the capacity figure. Consider where the screen sits and how guests will follow shared material. For a hybrid call, think about the experience of colleagues joining remotely too.
Choose your rental duration around the whole session. Allow time within your reserved slot to connect the presenting laptop and check the call before guests begin. A tightly packed agenda may make a half-day booking more practical than the minimum rental.
How Maxsmart Event Space fits an 18-guest meeting
Our Nexus Executive Boardroom is a private, 380 sq ft room with seating for up to 18 guests around one table. It suits board meetings, client presentations and discussions with colleagues joining from other offices. The room is at Level 13, Corporate Tower 2, Pavilion Damansara Heights, Kuala Lumpur.
Nexus has a 98-inch MAXHUB interactive display, a 4K camera with speaker tracking and immersive 360° audio. Wireless sharing supports up to eight devices, and USB-C screen sharing is also available. The package includes 1Gbps Wi-Fi, a smart whiteboard and an on-site tech assistant.
These are the published standard rates and the advertised first-booking room rates, checked on 06/10/2026. All listed prices include SST; weekend and public holiday fees are additional. Maxsmart’s live room details and rates
| Room and capacity | Standard hourly rate | Standard half day, 4 hours | Standard full day, 8 hours | FIRST50 half day / full day |
|---|---|---|---|---|
| Nexus Executive Boardroom, up to 18 guests | RM300, minimum 2 hours | RM1,200 | RM1,800 | RM600 / RM900 |
| Synergy Suite, up to 72 in theatre seating | RM600, minimum 2 hours | RM2,300 | RM3,600 | RM1,150 / RM1,800 |
If your group needs a larger or flexible arrangement, our Synergy Suite accommodates up to 36 in classroom seating or 40 in clusters. It has an LED wall, a smart lectern and a professional PA system. For a meeting around one table with up to 18 guests, Nexus is the room to consider first.
Check the offer and additional costs
FIRST50 gives a company 50% off its first Maxsmart room booking. Book by 30/11/2026 and hold your meeting by 31/12/2026. The offer applies to the room rate, including hourly, half-day and full-day bookings, and cannot be combined with other offers.
For Nexus, the eligible first-booking hourly rate is RM150, with the two-hour minimum still applying. The half-day and full-day prices are shown in the table above. Check that the code has been applied before proceeding to payment.
On weekends and public holidays, an additional fee applies at its usual rate even when FIRST50 reduces the room charge. The published fee is RM234 for two hours, RM312 for three hours, RM390 for a half day and RM702 for a full day. It covers labour, electricity, utilities and cleaning.
Catering is available on request, while guests pay separately for mall parking. Keep these costs separate from the room budget when seeking internal approval. Review cancellation conditions as well: Nexus standard bookings qualify for a full refund with at least seven working days’ notice, while promotional bookings receive credit instead.
How to book the Nexus Executive Boardroom
Before opening the booking form, have your meeting date and guest count ready. Decide how long you need the room and who will handle payment. The site asks you to book at least two days ahead.
Select Nexus, choose your date, then select two hours, three hours, a half day or a full day. Choose an available start time within the online booking hours of 8:30am to 5:30pm. Enter your guest count and apply FIRST50 if your company qualifies.
Review the price details and booking terms before completing your contact information. The checkout requests your name, company, work email and mobile number. Payment is made in full by FPX online banking or card.
Your reservation is confirmed when payment succeeds, and arrival information is sent by email. Share that information with your guests and keep the confirmation available to the person organising the meeting. Maxsmart’s booking process
Prepare for arrival and the hybrid call
For guests taking public transport, Pusat Bandar Damansara MRT on the Kajang Line is connected to the mall by a covered walkway. Guests arriving by car can use the Pavilion Damansara Heights car park. Include Corporate Tower 2 and Level 13 in the invitation so guests have the correct destination.
If colleagues are joining remotely, confirm the meeting platform before the day. Nexus supports Microsoft Teams, Zoom, Google Meet and Webex through the room system or your laptop. Have the meeting link and presenting files ready, and allow time within your booking to test screen sharing and audio.
Frequently asked questions
How much does meeting room rental in KL cost at Maxsmart?
The Nexus Executive Boardroom costs RM300 an hour, RM1,200 for four hours or RM1,800 for eight hours, with a two-hour minimum. Prices include SST and room equipment; weekend and public holiday fees are additional.
Can I rent a meeting room in KL for 18 people?
Yes, the Nexus Executive Boardroom at Maxsmart Event Space accommodates up to 18 guests around one table. It is on Level 13, Corporate Tower 2, Pavilion Damansara Heights, Kuala Lumpur.
Does the meeting room include video conferencing equipment?
Nexus includes a 98-inch interactive display, a 4K camera with speaker tracking, immersive 360° audio and 1Gbps Wi-Fi. It supports Teams, Zoom, Google Meet and Webex, with an on-site tech assistant included.
How do I get the FIRST50 meeting room offer?
Apply FIRST50 when making your company’s first Maxsmart room booking by 30/11/2026, for a meeting held by 31/12/2026. It reduces the room rate by 50%, while weekend and public holiday fees remain payable at their usual rates.
Can I book a meeting room on weekends in KL?
Maxsmart accepts weekend and public holiday room bookings online between 8:30am and 5:30pm, subject to availability. An additional weekend fee applies, and payment in full confirms your reservation.
To check availability and book your meeting room, visit Maxsmart Event Space. Choose Nexus and the duration that suits your agenda.
