Meeting Room Setup Essentials – A complete guide 2022

We know that effective meetings depend on having a suitable meeting space and conferencing technology. And with so many options and offers, choosing a suitable meeting space or a conference technology might be critical for you.

The thing is,

There are many options to pick from in the world of virtual meetings technology, and it can be tough to discover the best fit for your company’s requirements. Whether you run a local business with worldwide customers or a startup with team members situated all over the world, video conferencing is a must. However, the technology and tools for each use case may vary slightly.

In this blog guide, we’ll discuss the meeting room setup essentials checklist, the importance of conference room setup, factors to consider while building your meeting setup, types of conference rooms, and most importantly, the conference room setup technologies.

Let’s start with the conference room equipment basics

Depending on the type of conference you are hosting, you may need diverse equipment or technologies. In some situations, you may require your workers to bring their own materials, and you should mention that in the meeting invitations if this is the case. Or else, your organization should guarantee that all necessary supplies for personnel are considered to ensure that all attendees have what they need for a successful meeting.

These spaces should be properly outfitted if you use huddle rooms or want to incorporate stand-up meetings. Regular meetings and conferences with increasing attendees will almost certainly need more equipment.

What exactly is a conference room?

A conference room is used for conference calls, management meetings, and other activities such as employment interviews. It usually has plenty of chair sittings, a large table, and several other pieces of hardware.

Companies that make this hardware include Logitech, Poly, and Microsoft. To communicate with remote participants, hardware works in tandem with software such as Skype or Zoom Rooms.

Although remote work has altered our workplaces, traditional conference rooms can’t be replaced and so remain necessary. However, there are several variables in such a space. A conference room normally has its own space in a traditional workplace setting, while an open-plan workplace may have a similar configuration.

Essentials of a conference room setup – A complete checklist

A conference room setup checklist has been seen to have an influential role in successful meetings. This checklist ensures you have everything required. This will not only limit your concerns about how effective your meetings will be but also help you achieve maximum results with your meetings.

Regardless of the type of conference room, there are certain essentials (must-haves) for a proper conference room setup. So, you can create the optimal conference room setup for productivity by following these conference room setup basics:

Basic office supplies

To explain your viewpoint in greater depth, you may need to create some notes or draw some graphics on a whiteboard. As a result, basic office materials are required. This includes whiteboard markers, post-it notes, pens, paper, and other materials that aid note-taking and group work.

The functional projector

Is there anything more infuriating than broken technology? No way. So, inspect the meeting space and ensure you have all the necessary equipment available at your hand. Remember, small elements have a big impact.

Power sockets

Everyone in the meeting may have a laptop, tablet, or smartphone with them that they intend to utilize. If they don’t have a battery or their charge runs out, they may require access to a mains power supply.

The power supply comprises plugs, extenders, adapters, and cables that allow meeting room attendees to plug in their own devices. As a result, an abundant quantity of sockets must be dispersed throughout the space.

Cords and cables

Nothing causes more delays than not having the proper cords. Either stock them in advance or ensure you obtain and deliver the correct ones to the meeting. You might even want to test your cords ahead of time to ensure that you don’t have any connectivity troubles during the conference.

Functioning audio or video (A/V) conferencing equipment

If your presentation involves audio, you should also arrange the equipment ahead of time. Check that your microphones and speakers are working correctly and that you have the proper connections for them.

Connectivity to Wi-Fi

Conference room users will need Internet connectivity, so ensure high-speed Wi-Fi is available. Any necessary connecting cables and wireless routers are also essential. Whether the space has Ethernet connections, fixed-line internet access, or Wi-Fi coverage, there must be a mechanism to connect people to the internet.

If wireless broadband is utilized, logging into the network should be simple and uncomplicated – don’t forget to include the usernames and passwords for any external visitors.

Wireless presentation facilities

Meetings and training sessions frequently include slideshows, PowerPoint displays, or other presentations. The meeting space should feature screens, whiteboards, and projecting equipment to make it simple to set up visual aids.

Suitable chairs and table

While it may appear insignificant, it is critical to verify that your table configuration is appropriate for the size and primary purpose of the meeting space. Make sure they’re evenly placed for participant comfort and physical separation.

Room layout and open space

You certainly don’t want meeting attendees to be crammed into the conference room owing to a lack of space, so always select the meeting room setup with a reasonable capacity. Everyone will require a chair as well as a seat at a table or desk. Obviously, you don’t want to discover persons hidden under supporting pillars, out of sight.

Proper air conditioning or central heating

If you’re holding a meeting or training session in the summer, you won’t want everyone to be distracted by the heat. You’ll need air conditioning to regulate the temperature and the flow of cold, fresh air throughout the room.

Similarly, nothing is worse than holding a meeting or providing training while everyone’s fingers have turned blue and their teeth are chattering. It will be pretty hard to maintain a productive meeting if the temperature is too low.

Access to refreshments

Participants will require refreshments and possibly light snacks during extended meetings. Check that the accommodation is either equipped with or close to the necessary amenities.

This conference room setup checklist is designed for conference rooms with only in-person participants. If the meeting room is going to be used for conferencing with remote participants, you’ll need to consider other meeting room alternatives.

Main types of conference room setups

The design of a conference room setup is more important than you may think. The number of participants you need to host is the right beginning point for locking down your conference room arrangement; different setups fit different numbers. Remember that all good meeting rooms have a few common characteristics.

Conference room setups must be comfortable because people will spend a lot of time in them. They should be quiet, allow for some privacy, come with the necessary hardware, and (even if you prioritize certain event kinds) allow for some flexibility in their use.

Another consideration is the frequency of your events; if you frequently work in small groups, for example, some styles will be more appropriate. The following are the main types of conference room configurations:

Hollow square style

representation of a hollow square meeting room

This design features four tables arranged in a square or rectangle with a space in the center. It’s best suited for small groups of 18 or less. It provides a highly convenient and effective method of group communication. The moderators can choose to work from a central point.

This configuration is ideal for smaller groups of people for group discussions with varying jobs. The space at the center is frequently occupied by a facilitator, who can wander between small groups and offer support as needed. On the other hand, the hollow square is a poor choice for distant attendees.

U-shape style

This design features a U-shaped arrangement of tables or desks. It can seat around two dozen people simultaneously and provides space for note-taking, conversation, group discussions, and other activities. It can be ideal for a large conference.

This popular setup can work very well in a presentation, demonstration, and video conference where the focus is on one corner.

Boardroom or conference style

representation of a conference room setup

The boardroom style is the most well-known conference room setup. It has appeared in numerous films and comedies and is the standard configuration for most conference rooms. A rectangle or oval table with chairs on all sides is used in the boardroom style.

This configuration can seat up to 25 people and is perfect for agenda-driven meetings or video conferencing with open discussion.

Banquet style

representation of a banquet style meeting room setup

Banquet seats can easily be arranged to include dinner and a small group that can take a maximum of 8 or 10-person audience. They may incorporate chairs or encourage people to stand on their own. Because this style is frequently found in larger rooms, it is adaptable in terms of how many people it can accommodate.

Theatre or Auditorium style

representation of a theater style meeting room setup

The auditorium Style is synonymous with the concept of a traditional conference: rows of chairs facing the front of the room, separated by a single row, and highlighted with a stage at the front of the room for the speaker. This is the style that comes to mind when you think of a traditional conference. The majority of TED talks take place in an auditorium-style conference room.

It is ideal for one-way knowledge sharing and passive learning contexts such as large group gatherings, product debuts, audio-visual events, and annual general meetings.

Classroom style

representation of a classroom style meeting room setup

Classroom style incorporates aspects from various configurations; while the attention is on a central speaker, desks are systematized in rows to encourage note-taking and participatory activities.

It might be better suited for smaller groups rather than bigger ones. Because everyone usually faces the front, the conference configuration is perfect for lectures. It’s not great for collective projects.

Importance of a well-organized conference room setup

There are many remarkable benefits and importance of a well-organized conference room setup. Some of the benefits of a well-organized meeting room are:

  • A well-organized meeting room helps build and maintain quality relationships with partners, investors, suppliers, internal teams, and customers. 
  • When properly set up, the conference room equipment will improve staff and business performance by facilitating cooperation and increasing productivity.
  • Video conferencing in the conference room setup can improve meeting effectiveness.
  • A comfortable conference room setup helps your innovative businesses to grow and flourish.
  • Video conferencing technology has enabled the hybrid workplace model to succeed by increasing productivity, lowering travel costs, encouraging collaboration, and saving time.
  • A well-organized room setup that allows for video conferencing and other digital interactions makes a favorable impression on both employees and guests.

Essential technologies for the modern conference room setup

woman giving a presentation using an interactive screen

Advanced tech is essential in today’s conference room setup. Some tools are optional, while others are essential to conference room setup. Some of the important tools and technologies are:

  • A wireless presentation system in place
  • Interactive whiteboard
  • Video conferencing tools
  • Digital display screen
  • A good audio system
  • Excellent power supply and plugs to support AV equipment, personal gadgets, and charging during long sessions.
  • Strong internet connection and bandwidth (powerful enough to serve everyone’s devices and also prevent dropped transmissions)

While these conference technologies and tools increase meeting productivity, there is another technology that will dramatically improve every conference experience: video conferencing software or conference room scheduling software that is fully connected with conference rooms and digital signs. You can also explore and check them out!

 So, by following this conference room setup guide, you can easily set up and optimize the productivity of your upcoming meeting without any hustle.

Did you find this guide helpful? Feel free to reach out to help you set up your ideal meeting room!

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