Mastering Your Conference Room Reservation at Freeform House

Booking a conference room at Freeform House is straightforward, but knowing the ins and outs can make all the difference. As a premier, membership-based club in the heart of Jenks, Oklahoma's 10 District downtown, we offer more than just a social club. Members like you—the founders, teams, and professionals in Jenks and Tulsa—can take advantage of co-working spaces and a dynamic community hub designed for collaboration and connection.

Whether you're prepping a crucial pitch, hosting a workshop, or meeting an important client, this guide will walk you through exactly how to lock down the perfect room for your needs.

Your Guide to Booking the Ideal Meeting Space

Think of this as your inside look at reserving a space that blends modern tech with the historic charm of downtown Jenks. By the time you're done reading, you'll be able to confidently book the right room and know exactly how to leverage our amenities to create a standout experience for your guests.

For a broader perspective, you can also check out our tips on how to find the perfect meeting space for rent.

Why a Premier Space Matters

The demand for high-quality, tech-ready meeting spaces isn't just a trend; it's a fundamental shift in how business gets done. The global market for conference room solutions was valued at USD 1.9 billion in 2025 and is expected to hit a staggering USD 7.6 billion by 2035.

That explosion shows just how much businesses are prioritizing efficient, impressive spaces to drive collaboration. You can dig into the numbers yourself and learn more about the growing demand for conference room solutions.

At Freeform House, we believe a meeting space is more than just four walls. It’s a tool for creativity, a backdrop for important decisions, and a reflection of your professional standards.

Our goal is simple: provide an environment that elevates your work. From the stately Hall of Fame Room, perfect for formal presentations, to the dynamic Freeform Room built for brainstorming, each of our spaces is designed with a specific purpose in mind. This guide will help you align your choice with your objectives, so you can host an impactful and productive gathering every single time.

Choosing the Right Room for Your Event

Picking the right room is more than just a logistical first step; it’s about setting the entire tone for your gathering. The space you choose can either supercharge your meeting's energy or completely kill the vibe. Here at Freeform House, we’ve designed our four conference rooms with very specific purposes in mind, making sure your reservation perfectly aligns with what you want to achieve.

This isn’t just about headcount. It's about finding an environment that actively helps you hit your goals. Whether you need the gravitas of our Hall of Fame Room for a board meeting or the creative buzz of the Freeform Room for a workshop, making the right choice from the start is half the battle won.

A Room for Every Goal

Let's walk through which space works best for different types of meetings, so you can book with confidence.

• The Hall of Fame Room: This room is all about making an impact. Picture yourself delivering a make-or-break investor pitch or chairing a formal board meeting. Its stately, professional feel commands attention and is ideal for high-stakes presentations.

• The Freeform Room: Think of this as your creative canvas. It’s perfect for team offsites, product brainstorms, or any interactive workshop where you need ideas (and people) to move around freely. It’s built for collaboration.

• The Executive Room: When discretion is non-negotiable, this is your spot. It’s designed for sensitive client negotiations, confidential one-on-one coaching, or finalizing a major contract away from prying eyes and ears.

• The Thomas Room: Built for deep, focused work, this intimate space is perfect for a small team project sprint, a detailed financial review, or a private client consultation where concentration is key.

This decision tree gives you a quick visual guide for thinking through your booking.

As you can see, the best starting point is always your event's primary goal—is it a formal presentation or a hands-on collaborative session?

Freeform House Conference Room Comparison

To make it even easier, here’s a quick-glance table to help you compare the spaces side-by-side. Think of it as a cheat sheet for finding your perfect match.

Room Name	Ideal Capacity	Best For	Key Feature
Hall of Fame	12-16	Formal presentations, board meetings	State-of-the-art AV, professional ambiance
Freeform	8-12	Workshops, team offsites, brainstorming	Flexible layout, writable walls
Executive	2-6	Sensitive negotiations, private coaching	Soundproofed, high-security features
Thomas	2-4	Focused project work, client consults	Intimate setting, distraction-free

Ultimately, each room has its own personality. Choosing the right one ensures the space itself contributes to your success.

Meeting the Demand for Quality Spaces

With the rise of flexible work, the demand for well-designed, professional meeting rooms has exploded. In fact, one study found that 41% of meeting planners expect bookings to increase in 2025. This just goes to show how much businesses value having a dedicated, professional environment for their most important conversations.

Choosing a room is like casting a character in a play. The setting has to support the story you're trying to tell. A great reservation is one that aligns perfectly with the narrative of your event.

For smaller teams, it’s not about the square footage—it's about what you do with it. Even a compact room can feel productive and inspiring if it's set up correctly. For more on this, check out our guide on how to maximize a small conference room for impact and productivity.

How to Navigate the Online Reservation System

Alright, so you’ve picked the perfect room for your event. Now comes the easy part: actually booking it.

We built our online portal to be as simple and intuitive as possible. The goal was to get you from decision to confirmation in just a few clicks, without any of the usual friction. It’s all handled through your exclusive member account, which acts as your personal command center.

Accessing the Member Portal

First things first, you'll need to log into your Freeform House member account. Your dashboard gives you a complete overview of club activities, member perks, and—most importantly—the room reservation calendar.

This is also a huge time-saver for recurring events. If you have a monthly team meeting, for example, you can set up a repeating booking instead of starting from scratch every time. It’s a small detail that makes a big difference in keeping things organized.

Here’s a quick look at the booking calendar you’ll see inside the portal. It shows all available dates and times at a glance.

This real-time view is designed to eliminate the frustrating back-and-forth you get with other systems. What you see is what's available, right now.

Securing Your Reservation Step-by-Step

We've broken the process down into a few logical steps. Unlike public systems that often demand 24-hour advance notice or have clunky policies, our members have the flexibility to book whenever the need arises.

• Select Your Date and Time: Start with the interactive calendar. Pick the day you need, and the system will instantly show you the open time slots for all four rooms: the Hall of Fame, Freeform, Executive, and Thomas.

• Choose Your Room: Click on your preferred room and time. A summary will pop up with the room’s features and capacity, giving you a chance to double-check that it’s the right fit.

• Add Amenities and Services: This is where you can tailor the setup to your exact needs. Need a projector for a big presentation? Want to arrange catering from one of our Jenks restaurant partners? Just add it to your booking here.

• Review and Confirm: The final screen gives you a complete summary of your reservation—room, date, time, and any add-ons. Once you hit confirm, the system securely processes the payment using the method you have on file.

A seamless booking experience is critical. Your focus should be on planning a great meeting, not struggling with the logistics of securing a space. Our portal is built to be a tool that supports you, not an obstacle you have to overcome.

As soon as you confirm, an email with all the details will land in your inbox. The reservation is also saved right on your member dashboard, where you can manage the booking, make adjustments, or share the information with your team. We designed the entire flow for clarity and control.

Customizing Your Experience with Exclusive Amenities

Booking a room is just the start. At Freeform House, we know a truly great meeting isn't just about four walls and a table—it's about creating a complete experience. This is where you get to move beyond the basics and really design an event that people will remember.

Whether it’s bringing in top-notch food or setting up professional production gear, every little detail can be dialed in. It’s how you turn a simple get-together into something genuinely productive and impressive.

Seamless Catering from Jenks' Best

Let's be honest, food can make or break a meeting. But coordinating it shouldn't be a pain. Forget scrolling through reviews and dealing with delivery fees. We've already teamed up with some of the best local restaurants in downtown Jenks to bring amazing food right to your meeting room.

When you're booking your space online, you can add catering with just a few clicks. Need coffee and pastries for a morning workshop? A full lunch spread for an all-day team offsite? It just shows up, right on time.

This isn't just about convenience; it's a smarter way to plan. With 65% of event organizers struggling with surprise food and beverage costs, our partnerships keep things simple and budget-friendly. It’s all part of a larger trend in event planning, where the focus is on crafting the entire experience. You can read more about the future of meeting planning trends to see where things are headed.

Professional AV and Production Equipment

Your message needs to land, and good tech is non-negotiable. Every room at Freeform House has the AV essentials covered, but we know one size doesn't fit all. You can request specific gear to match whatever you have planned.

• Hybrid Meeting Solutions: Need to loop in your remote team? We can set you up with high-def webcams and professional mics so everyone feels like they’re in the room.

• Presentation Tools: From huge screen displays and projectors to clickers and whiteboards, we've got what you need to deliver a smooth, engaging presentation.

This takes all the technical stress off your plate. You can just walk in and focus on your content and your audience.

A meeting's success often hinges on the small details. Having the right technology ready to go means you start your event with confidence, not with a frantic search for the right cable.

Beyond the Conference Room

Freeform House is more than a collection of meeting spaces. It's a central gathering spot aimed at fostering a creative and cooperative spirit within our local community. Our members have access to unique creative resources designed to bring their projects to life. Imagine wrapping up a branding workshop in the Freeform Room and then walking right over to our in-house podcast booth to record a new episode with your team.

You can also book The Rise, our flexible loft studio, for bigger presentations, photo shoots, or even a post-meeting networking event. These resources are all designed to work together, giving you a full ecosystem for creating and collaborating. When you book a room here, you're really unlocking a whole suite of professional tools.

Your Pre-Event Checklist for a Flawless Meeting

You’ve booked the perfect conference room and the date is circled on the calendar. So, what’s next? Now the real work starts—turning that reservation into an event that feels effortless and professional. The truth is, the magic happens in the days leading up to your meeting. It’s all in the prep work.

Getting the small details sorted out beforehand is what frees you up to focus on the big picture when everyone is in the room.

Think of this time as your final dress rehearsal. This is where you iron out any potential wrinkles and make sure everything from the tech to the guest experience is completely dialed in.

Setting the Stage for Success

About a week before your meeting, it’s time to touch base with your attendees. Never assume everyone knows exactly where to go or what to bring. A single, clear email can make a massive difference.

• Provide Clear Directions and Parking Info: Send your guests a simple map and straightforward instructions for parking in downtown Jenks. It helps to mention Freeform House is in the 10 District to give them a landmark.

• Share the Agenda: A solid agenda does more than just outline the schedule; it shows you respect everyone’s time and helps them come prepared to contribute.

• Confirm Your Guest List: Get a final headcount. This is non-negotiable for confirming catering and making sure the room layout works for your group size.

Taking care of these small things ensures your guests walk in the door feeling prepared and relaxed, which is a huge win before you even kick things off.

The most productive meetings happen by design, not by chance. A thoughtful pre-event checklist is your blueprint for creating a seamless experience for every single attendee.

For Tulsa's top entrepreneurs and creatives, booking a premium conference room is more than just a logistical step—it’s a strategic investment. It pays off in better engagement and stronger professional connections. In fact, 65% of professionals expect their businesses to grow from in-person events, and 59% actively prefer them, showing just how much weight a well-run gathering carries. You can find more data on the impact of professional meetings in 2025.

The Day-Of Arrival Plan

When the day of your event arrives, your main job is to be a calm, confident host. A little early-bird preparation is the key to eliminating that last-minute scramble. I always recommend arriving at Freeform House at least 15-20 minutes before your meeting is scheduled to begin.

That buffer is your secret weapon. It gives you just enough time to:

• Check in with our community manager and handle any last-minute questions.

• Plug in your laptop and do a quick sound and display check with the AV system.

• Lay out any materials or handouts you've brought for your guests.

• Breathe, grab a coffee, and greet people as they arrive, making them feel welcome.

This proactive approach lets you switch from "planner mode" to "host mode," setting a positive and professional tone for the entire session. And if you're organizing a larger event, our ultimate 10-step corporate event planning checklist offers even more in-depth guidance.

Have a Question About Your Reservation?

Even with a simple booking process, a few questions are bound to pop up. We get it. You want everything to be perfect for your meeting or event.

To help you out, we’ve put together answers to the most common questions we hear from members. This is your go-to guide for getting all the details sorted out.

Policies and Payments

Let's talk logistics. Knowing the ins and outs of payments and cancellations helps you plan without any last-minute surprises.

What Happens if I Need to Cancel?

We try to be as flexible as possible because plans can change. If you need to cancel, just give us at least 48 hours' notice for a full refund on your booking.

• Cancellations made between 24 and 48 hours out will get a 50% credit toward a future reservation.

• Unfortunately, we can't offer a refund or credit for any cancellations with less than 24 hours' notice.

You can manage everything—including cancellations—right from your online member portal. It's quick and easy.

How Do I Pay for the Room and Any Extras?

Payment is handled right through our secure online portal. When you finalize your booking, the system will prompt you to use the credit card you have on file. Simple.

If you add on services like special AV equipment or catering from our local Jenks partners, you'll see every charge clearly itemized on the final invoice before you hit "confirm." A full receipt is automatically emailed to you and saved in your account history.

Access and Support

Knowing who can book and what help is available on the day of your event makes for a much smoother experience.

Can My Friend Who Isn't a Member Book a Room?

Conference room reservations are one of the key perks for Freeform House members. We keep it this way to make sure our community always has priority and a consistently great experience.

Members are absolutely welcome to book rooms and bring in non-member guests for their events. If your friend is interested in hosting something here, the best route is for them to check out our membership options to get access to all our spaces.

Is Someone Around to Help with Tech on the Day of My Event?

Of course. Our on-site staff is here during standard business hours to make sure everything runs without a hitch. A community manager can help you with AV troubleshooting, getting on the Wi-Fi, or any other technical needs.

A pro tip: we always recommend coming in 15-20 minutes early to do a quick tech check. For any reservations that happen after hours, we provide clear instructions and an emergency contact number just in case.

Your focus should be on your meeting, not the logistics. We've designed our support and policies to be as supportive and unobtrusive as possible, so you can walk in and get right to work.

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Ready to create an exceptional meeting experience? Freeform House provides the premier spaces, exclusive amenities, and dedicated support you need to make an impact. Explore membership and book your next event with us today.