How to set up a meeting room

How to set up a meeting room

Meeting rooms are an essential part of any modern office and setting them up correctly is crucial, not having the right layout of the meeting room can lead to low participation. It is therefore important to take into account where participants will be seated as well as the location of any audio-visual equipment. There are several different layouts to consider, each with a different purpose.

Different layouts of meeting rooms

Theatre style does not require tables, but rows of chairs facing the front of the room (much like a theatre). This seating style is suitable for meetings that are not too long and do not require extensive notes.

Boardroom Style is classic boardroom seating with chairs around the central table. This style of room is perfect for short meetings of no more than 25 people.

The U-shaped style is a series of tables organized in a “U” shape, with chairs placed along the outside. This is a versatile layout, as each group has a table for taking notes, perfect for facilitating dialogue between the audience and the speaker.

A hollow square. To do this, arrange the table in a square to provide space for the speaker to move between the tables.

If possible, it’s best to have space to switch between different layouts for different types of meetings. You may even find that a less traditional layout is more representative of your company. Try to figure out the most comfortable layout to encourage a good level of participation when needed.

Equipment and tools for the meeting room

As exciting as the visual aspect of picking a new conference room can be, it’s what the room is supposed to do that matters. As exciting as the visual aspect of picking a new conference room can be, it’s what the room is supposed to do that matters.

This means that all necessary equipment must be available and in working condition. From making sure non-technical items such as whiteboards, pens and flip charts work and are easy to use, to providing audio-visual conference equipment and being ready to turn it on when the meeting begins.

If your space is large, it may be that the office design needs to invest in microphones and projectors to ensure that everyone can hear, see, and participate. The method of ensuring that all cables are kept clean and tidy is also a good consideration, not only from a visual point of view, but also from an organizational, health and safety perspective.

Acoustic design of meeting room

The office design has a meeting space that looks great, but the sound quality in the room must also be good, which is especially important if many meetings involve dialing in via telephone or video conferencing.

There are a variety of ways to ensure that your conference room has adequate acoustics. One way to do this is to make sure your conference room has as many soft surfaces as possible. Having a rug, soft chair or sofa can reduce reverberation that may interfere with the audio. Additional decorations such as plants and throws can also control echoes and improve call quality.

Of course, you can also choose audio products with good noise reduction effect, such as noise cancelling headphones, speakphone. This kind of audio products can ensure the audio quality of your conference. Because of the epidemic in the past few years, online conference began to become popular, so comprehensive conference rooms have become crucial.

It is an upgraded version of a conference room because it not only has to accommodate attendees in person, but also facilitates meetings with remote colleagues. Like conference rooms, general meeting rooms vary in size, but they all require specialized conference equipment based on the number of participants. In recent years, it has become increasingly common to have integrated meeting rooms for specific meeting platforms that companies may use, such as Microsoft Teams Rooms.

With the help of Inbertec to find audio and video solutions suitable for any conference room setting, we offer a range of meeting equipment suitable for meeting rooms — from portable noise cancelling headphones to video conferencing solutions. Regardless of the setting of your conference room, Inbertec can provide you with the right audio and video solutions.