In any office, meeting rooms are essential spaces that bring groups of people together and inspire collaboration.

A meeting room setup or conference setup can be altered to better reflect the needs of the meeting or conference. To ensure that your meeting or event is successful, productive, and efficient, your space must be tailored to meet the users’ needs.

In this article, we will outline the different meeting setups, their benefits, and what type of function they are best suited to.

What should be included in a conference or meeting space?

Whether you are hosting a small meeting or a large multi-day conference, you will require conference room equipment and other essential features.

Lighting

Natural sunlight has been named the number one office perk. However, too much direct sunlight and screen reflection can be unpleasant. Quality artificial lighting is important for year-round meetings, with cool or warm tones depending on the purpose of the room.

Sound

Good speakers and surround sound are essential for video conferencing or playing any type of audio in a meeting. Sound-absorbing panels and soundproofing can also be implemented to avoid noise leaking out of or into the room.

Visuals

Visual presentations are often the central focus of meetings. TV screens, interactive whiteboards, and traditional whiteboards can be used to share ideas and presentations. These should be positioned so that every attendee has a clear view.

Technology

Technology should be functional and easy to use, with signs and instructions included. Management software can be used for booking and reserving meeting rooms. In most cases, meeting spaces should be equipped with a TV, cables, a projector, and plenty of power outlets.

Strong internet connection

A strong Wi-Fi connection is a key requirement for any conference room, helping you host high-quality video calls and broadcast videos or presentations without lagging or delays.

Furniture

The seating should be functional and comfortable. Ensure there is enough seating on hand to accommodate all attendees. The size and positioning of the tables should allow everyone to see the visuals and feel included in the meeting.

Free space

Nobody wants to feel cramped or trapped in a meeting. A good collaboration room setup leaves space for people to comfortably move around and get up from their seats without bumping into a person, wall or piece of furniture.

Prepare for your event

When it comes to conference setups, preparation is key. When deciding on the space and layout for your meeting or conference, you should try to visualise how you want your event to run.

Think about how formal or informal it should be, what your objectives are, and how you want your participants to connect and collaborate.

Meeting room space considerations

When selecting a suitable meeting room or conference space for your function, there are several factors to consider for successful planning:

• Headcount: get a clear idea of how many people you will need to accommodate and how long
• Safety: consider features you’ll need to ensure the meeting space is safe, secure, and accessible. Think wheelchair access and clear emergency exits
• Space: whether you’re opting for a small conference room or a large meeting room, choose a space that fits the equipment and amount of people you are expecting to host. Make sure there is enough free space so attendees can move around and not feel cramped
• Necessities: ensure that the space can accommodate your needs. This includes a strong internet connection, phone signal, power points for laptops, appropriate lighting, amenities and refreshments
• Objectives: different meeting setups offer varying advantages and disadvantages. It’s important to think about your objectives before you decide on the right space

When can I use a conference space?

Conference spaces can be used for a wide range of purposes. When two or more people need to work, collaborate, or be educated together, they can make use of a conference space or meeting room.

Examples of these functions include intimate one-to-one meetings, brainstorming sessions, presentations, prize-giving ceremonies, product launches, training, board meetings, and conferences.

Meeting room setups and conference room ideas

Not only are there many different reasons for using a meeting room but there are also many different interior design ideas that can be used to make the most of the office space.

U-shape

The U-shape design is a classic boardroom setup. This conference room design can be assembled by arranging tables and chairs in a letter ‘U’ shape with attendees facing inwards.

This is a popular solution for boardroom meetings, training sessions, and video conferences with fewer participants. It also allows for easier visual connection between participants, the screen, and the person that is presenting.

Classic conference or boardroom style

The classic boardroom or conference room layout features one large table which typically accommodates up to 20 people. Attendees can interact with each other directly and bring their laptops or other devices. It is also suitable for video conferencing.

• Hollow square setup

  The hollow square design is similar to the classic boardroom setup. It features long rectangular tables that form a square shape in the centre of the space.

  It is best used for in-person meetings, in which discussions and brainstorming sessions take place. This conference table design is not suitable if remote attendees are joining.

• Broken horseshoe style

  The broken horseshoe meeting room design is similar to the common U-shape layout. It has the same layout as the U-shape, except it includes a separate desk that faces the rest of the group at the opening of the horseshoe layout.

  It is an ideal small meeting room design for rooms that don’t have space for the classic boardroom setup or meetings that have a main host or facilitator.

  Classroom style

  The classroom style is a classic conference room setup where tables and chairs are laid out in rows facing the front of the room. Hence the name, this layout is popular in lectures and instructor-led training sessions. On each table, participants can collaborate during breakout sessions or small group exercises.

• Banquet-style setup

  The banquet-style setup resembles a dinner table setup, with participants sitting at round tables facing each other. It works best at events where there is no need to constantly focus towards a stage or presentation.

  It encourages interaction, which makes it a common choice for workshops with group exercises.

• Theatre or auditorium-style seating

  In a theatre-style setup, chairs are placed in rows like in a theatre or auditorium. It is ideal for events or presentations with larger groups that are watching or listening to a speaker, such as lectures. There is a gap in the middle for easy access and to make space for equipment.

• Circle seating setup

  In a circle seating setup, chairs are arranged in a circle shape. If there is a host or facilitator, they tend to sit or stand in the middle or outside of the circle.

  This meeting set-up inspires teamwork and group engagement. It is a go-to solution for more personal or sensitive discussions.

•  Crescent round seating

  A crescent round seating setup has attendees seated at a round table, leaving an empty space towards the speaker, stage or presentation. It encourages engagement by creating a focal point towards the stage.

  This arrangement works well for small group discussions and activities with visual presentations or prize-giving ceremonies.

• Chevron set up

  The chevron setup follows the format of the classroom setup but with an improved view from the outside edges so attendees can see and interact better. It is a strong option for training sessions and workshops that consist of instructions and solo work.

• Cluster seating

  The cluster seating setup (or team table setup) is similar to the banquet-style setup, but it is better suited to informal events. This layout encourages attendees to mix and mingle with each other. It is a suitable option for team building or training events with group discussions and exercises.

• Lounge-style seating

A lounge-style seating format is an excellent option for a more relaxed function. It usually consists of low-level seating and leaves space for couches, chairs, and standing areas. It is often used for informal gatherings, networking sessions, and chillout zones.

• Mixed seating options

This option has more to do with chairs and height than anything else. It can be relaxed and laidback, like the lounge-style seating layout with chillout zones. Unique and eye-catching furniture can be added to this fun and functional setup.

Mixed seating is commonly found at large functions and receptions.

How a good conference room setup can benefit you

A quality conference room setup offers countless benefits to your business or organisation. It creates a good, professional first impression on clients and team members.

The right boardroom set-up also encourages collaboration and focuses on a comfortable and private space. Thanks to this, you and your teams are better equipped to achieve the outcomes you are aiming for.

Meeting rooms that accommodate video conferencing and hybrid meetings allow businesses to extend their reach. It also helps them communicate with both remote teams and long-distance clients.

How to get your setup and room design properly implemented?

You’ve decided on your meeting setup, chosen a venue, and invited your guests. What can you do to make your event setup run as smoothly as possible?

Here are some tips for a stress-free setup:

• Communicate your needs and requests to the venue in advance and share examples of your desired seating layout
• Arrive early on the day so you can make last-minute adjustments and do a final check of the room and equipment before the attendees arrive
• Remove unnecessary seats

• Check visuals are visible to all attendees
• Create a checklist of equipment and materials you need for the event

FAQS

What are the various styles used when setting up a meeting room?

Many conference room solutions can be used when setting up a room for a conference or meeting. Each layout has its own benefits and drawbacks, and each layout has specific meeting types that it is best suited to.

Whether you opt for the classic classroom style or experiment with mixed seating options, browse the options to find the ideal setup for your next event.

How do you set up a meeting room?

When setting up a meeting room, it is important to consider your needs and objectives. From there, you can choose the most suitable room layout for your function.

You need to consider how you are going to present to your audience, set up any visuals (TV screen, whiteboard, etc.) and arrange sufficient table and chair space.

What technologies are necessary for the modern conference room?

Technology plays a significant role in the success of a meeting or conference. You may want to introduce a system for booking meeting rooms using office management software.

Any modern conference room needs to be equipped with a TV screen and video conferencing solutions for dialling into video calls with remote participants. If you want to encourage your team members to brainstorm and share ideas, an interactive whiteboard is a great addition to any collaborative space.

Meeting setups with Regus

Now you are familiar with the different types of meeting setups, you should have a clearer idea about which may work best for your next function. Once you have decided on the objectives and requirements of your meeting or conference, you can start scouting out venues.

Take a look at our meeting rooms for rent in locations all over the world to get inspired and find your ideal venue today. Get in touch with us today and make an enquiry to see how you can work your way with Regus.