[wst_]

As I said - ASAP. I come to my manager and ask "hey, can you spare N minutes for me?" If he can't, which obviously may happen, then I ask for convenient but close enough time when he's available. The form is up to me and him - we're having lunch quite often. For you a separate room might work better. Case by case, I guess. But again, it doesn't change anything I said - I am talking with him because there is a reason, so the meeting actually is meaningful, not because it's scheduled or because other companies doing it.