Meeting room booking system: why choosing a sustainable, maintenance-free solution makes a real difference
3 juli 2025Choosing durable, maintenance-free hardware for your meeting room booking system helps optimize operational costs, reduce technical constraints, and deliver a smooth experience to employees.
When selecting a meeting room booking system, most facility professionals focus on the user interface, feature set or software integration with Microsoft 365 or Google Workspace. Yet one key aspect is often overlooked: the durability and simplicity of the hardware solution.
In many workplace projects, booking displays can quickly show their limits. Common issues include overheating touchscreen panels, complex cabling installations, frequent software updates, and high energy consumption.
What is supposed to streamline workspace management may ultimately create operational and budgetary challenges.
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The tangible benefits of low-power IT equipment
- Cost optimization through long-lasting technology
Fewer replacements and less technical intervention mean long-term savings. Durable hardware, such as electronic ink (e-ink) displays, offers a significantly longer lifespan compared to traditional booking tablets.
For Facility Managers, this translates into better budget predictability and the ability to allocate resources to other strategic priorities.
- A smooth experience for users
Autonomous systems guarantee smooth usage without downtime. Employees benefit from a frictionless booking experience, while IT Managers face fewer support requests and ongoing maintenance tasks.
- A strong environmental commitment
Beyond cost considerations, investing in sustainable equipment supports broader ESG initiatives. By reducing the frequency of hardware replacement, companies limit electronic waste and significantly lower the carbon footprint of their office spaces.
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IT security: the risks of embedded meeting room booking systems
Many meeting room booking solutions on the market operate like small computers, running embedded operating systems such as Android or Linux. While these platforms offer advanced capabilities, they also come with two major risk factors that must be considered:
- Ongoing update management: Each connected device requires regular software patches and updates. Multiplied across dozens or even hundreds of displays, this could become a significant workload for IT teams.
- Potential vulnerabilities: Embedded systems often store temporarily data such as calendar entries, meeting room names, or user email addresses. Each connected endpoint can become a potential entry point for cyberattacks, especially in highly regulated industries.
Choosing a booking display that runs without an operating system helps reduce security risks at the source and protects sensitive company data.
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ROOMZ, a smart meeting room booking system trusted by ETH Zurich for long-term reliability
At ROOMZ, durability and simplicity are at the core of our approach. Our wireless displays work fully autonomously, without an operating system or preventive maintenance, while still providing reliable user experience.
Thanks to ultra-low energy consumption — up to 10,000 times less than a wired booking tablet — ROOMZ displays offer up to 4 years of battery life and a lifespan of 10 to 20 years.
How is such low energy consumption possible?
Because ROOMZ displays do not run on an operating system, they only connect to the server when they need to update meeting room booking information. This technology allows the screen to provide the same level of functionality and user experience while staying in sleep mode 99% of the time.
A trusted solution backed by ETH Zurich
Our very first customer, ETH Zurich, perfectly illustrates the long-term durability of ROOMZ solutions:
«After 7 years of operation, the displays show almost no visible degradation, and we can expect them to last for another 10 years.»
Armin Brunner, Head of ITS Infrastructure
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