How to Set Up a Conference Room

What does your conference room say about your business? Whether used for team collaborations or presentations, a conference room’s layout and equipment should create a functional, professional atmosphere. 

Here’s how to set up a conference room to promote productivity and team success. 

Arranging Your Conference Room

Setting up a conference room involves more than just placing a table and chairs in the space. The right layout can enhance team communication and overall meeting efficiency. 

4 Key Factors to Consider

Before beginning the process, it’s crucial to consider various factors that could influence decisions around the room’s setup.

1. Purpose of the Room

What is the primary purpose of your conference room? This dictates the layout and equipment needed. Your conference room’s central purpose may include: 

Internal team meetings

Client presentations

Video conferences

Training sessions

You may regularly use it for all of the above, which is valid. But you can’t decide how to set your room up until you know how it will be most commonly used.

2. Room Size and Shape

What kind of space are you working with? Measuring the dimensions of your conference room will help you make informed decisions about furniture placement and layout. This will also help you determine the number of people the room can accommodate comfortably so the room is not too cramped. 

3. Technology Requirements

What are the audiovisual and tech needs of your meetings? This may include projectors, screens, video conferencing equipment, and outlets or cords for laptops and other devices. Consider also whether you primarily host “bring your own technology” (BYOT) meetings and plan accordingly. You may also consider renting a fully equipped meeting room outfitted with a variety of technology options.

4. Aesthetics

What do you want the overall look of the room to be? According to the principles of color psychology, different hues—such as blue, yellow, and orange—can enhance your team’s productivity. Choose color schemes and decor that align with your company’s branding and create an atmosphere for productive discussion. 

4 Common Conference Room Layouts

When choosing a conference room layout, ensure the meeting room is accessible by all team members, taking into account ease of use and access for people of all abilities and skills. Here are four common layouts used for various meetings.

1. Boardroom Layout

Use-case: Ideal for formal meetings and executive discussions.

Features: A long, rectangular table with chairs placed around it; the space often has multiple power outlets for BYOT meetings.

2. U-Shape Layout

Use-case: Best to promote interaction between meeting attendees.

Features: Tables arranged in a U-shape with chairs along the outside perimeter; the arrangement enables attendees to face the speaker and their peers at once.

3. Classroom or Theater Layout

Use-case: Suitable for training sessions, presentations, lectures, and workshops.

Features: Rows of tables and/or chairs; this arrangement has participants facing the speaker or presentation area, allowing them to take notes and use their own devices.

4. Lounge Layout

Use-case: Ideal for a relaxed meeting environment.

Features: Comfortable seating, such as sofas and armchairs with coffee tables; this layout works well for brainstorming and collaboration sessions.

Practical Steps for Setting Up a Conference Room

Based on the room’s purpose and your chosen layout, follow these steps to select and arrange the furniture accordingly:

Select Appropriate Furniture: Choose pieces that suit your preferred layout and room dimensions, ensuring furniture is comfortable and ergonomic. 

Position the Table(s) and Chairs: Place furniture in a way that leaves room for easy movement and a clear line of sight to presentation areas. 

Install Technology: Set up audiovisual equipment, including screens, projectors, and video conferencing tools. Manage cable clutter by keeping wires organized and out of sight.

Test Equipment: Before the first meeting, test everything in the room, including audio, video, and lighting components, to avoid technical problems during important sessions. 

Essential Equipment for Your Conference Room

The right technology and tools are crucial to ensuring productivity and effective communication during meetings. Here are recommendations for how to set up your conference room with the equipment you’ll need for success.

Must-Have Equipment

The secret to streamlined meetings lies in setting up your conference room with this necessary equipment: 

Audio and video conferencing equipment, including high-quality microphones or speakers

Cables and adapters, including HDMI, VGA, and USB-C

Charging stations around the room

Large display screens, monitors, or televisions

Projector with clear image quality

Table(s) and chairs

Wifi access

Whiteboard, markers, and eraser

Additional Equipment to Consider

These supplemental items further equip your conference space to facilitate productive meetings:

Document camera to display physical documents or objects during presentations

Office supplies, such as paper, writing utensils, and Post-it notes

Refreshment station with drinks and light snacks

Smart technology, including voice assistants and smartboards

Soundproofing and acoustic panels

User-friendly control system to manage equipment easily

Wireless presentation capability

Making Your Conference Room Look Professional

Research shows that functional, meaningful workplace design has a notable impact on well-being and productivity. The appearance of your conference room plays a significant role in setting the stage for successful meetings. 

The Importance of Aesthetic and Design

Considering the principles of design when setting up your conference room can go a long way toward fostering a professional atmosphere. 

Impressions Matter

A well-designed conference room is a powerful way to instill confidence in your organization. Investing in this important, collaborative space demonstrates a deliberate focus on teamwork and elevating company engagement. 

Comfort Enhances Focus

Comfortable seating, proper lighting, efficient layouts, and thoughtful design choices contribute to a more functional, appealing conference room. These elements facilitate focus among participants, which can enhance the quality of discussions. 

Your Brand Is Key

Consistency in design, especially in the conference room, reinforces your brand’s value and messaging. Decor elements that incorporate your brand’s colors, images, or logos help personalize the space for your company and its employees. 

Elements of Professional Conference Room Design

Here’s how to set up a conference room with professional-looking design elements:

Color Scheme: Choose a space that evokes the desired atmosphere, including brand colors and tones that are more likely to inspire your team. 

Furniture: Invest in a space that has high-quality, comfortable, and ergonomic furniture that is both functional and visually appealing. 

Lighting: If possible, aim for a combination of natural and artificial light, with dimmable options that can adjust to different meeting needs. 

Acoustics: Sound-absorbing materials reduce echo and noise to ensure clear audio during meetings. 

Greenery: Plants can add a touch of nature to make the room feel more inviting and refreshing. 

Wall Decor: Place artwork, framed achievements, or inspiring quotes that align with your organization’s values throughout the space.

Book a Professional Conference Room Today

A thoughtfully established conference room catalyzes effective communication and collaboration for your entire team. Investing time and resources into setting up your conference room paves the way for better, more productive meetings. Davinci offers more than 20,000 convenient and professional meeting rooms in a variety of configurations, so you can host productive meetings nearly anytime and anywhere. 

Book a conference room today. 

About Coco Quillen

Coco is the Chief Operating Officer at Davinci Virtual Office Solutions. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of.