How to Set Up the Optimal Conference Room

Conference room

If you’re holding a conference, it could be anything from a casual brainstorming session to a formal meeting with a potential client. Whatever the purpose of the meeting is, you want to make sure it goes as smoothly as possible. While coming prepared and rehearsing what you’ll say if you’re presenting, the setup of your conference plays a part in how successful the meeting is.

You might be asking yourself, “Does a room’s setup really have that big of an effect on how it goes?” The answer is yes! If you’re still unsure, imagine this.

You arrive for your meeting, but there aren’t enough seats. People continue to arrive, and some people must go find chairs. Because of this issue, the meeting doesn’t start on time. The conference goes underway, and someone presenting needs to plug in their laptop to pull up their PowerPoint presentation. The computer isn’t working, so IT comes up to help. This delays the meeting even further.

You get the picture. A conference’s topic and content is important, but that doesn’t matter if the room isn’t set up right.

What Is in a Great conference Room Setup?

We talked about some ways a conference room can negatively affect the meeting, but what are some methods for creating productive meeting spaces? The following are some characteristics of a good setup for a conference room:

  • The room has everything you need and nothing extra to get in the way
  • There is enough comfortable seating for everyone attending
  • The arrangement allows every person to see the presentation or speaker
  • The room has the technical capabilities necessary — Visual presentations, conference calling, etc.

To sum up, your conference room should have all the things you need without any extras getting in the way. The room and the tools it contains should make the meeting run more smoothly, instead of deterring it.

Meeting Room Setup Styles

You can choose from several different styles to arrange the setup of a conference room, and various types of meetings will have unique needs. So, setting up the room in a way that works for everyone in attendance helps the meeting go well. Here are some common setups:

  • Hollow Square: If the session is more discussion-based and doesn’t include any presentations, this design is ideal. Tables are arranged in a square with an empty space in the middle. It gives each person an equal place in the discussion and lets each person easily see and talk to every person there.
  • Classroom: This is a better setup if there is a presentation and attendees need a surface to take notes.
  • U-Shape: This style is like the hollow square but allows someone to walk around the inside. If you need to distribute handouts, this is easier to do so in U-shaped setups.
  • Conference: Conference-style setup is also like the hollow square but without any space in the middle. This is a good setup for a smaller meeting because there is less space between the people attending.

When picking the right setup for your meeting or presentation, thinking through these things will help your session run much more smoothly. Contact us today to learn more about how SnapCab can contribute to your conference room setup with the addition of SnapCab® Portals.