Selecting the Best Layout for Conference Meeting Rooms

Most conference meeting rooms today are powered by the best state-of-the-art technology in terms of audio visual equipment. Yet, the conference could be a roaring success or a huge failure depending upon your choice of venue. So how do you know whether your selection from the wide variety of conference meeting rooms available is most suited to your purpose? Here are some considerations that will help.

Objectives of the Layout in Conference Meeting Rooms

The first thing to consider is the purpose for making the choice of conference meeting rooms. These could entail:

Promoting a sense of closeness: Participants should feel a physical and psychological "closeness" with other attendees as well as with the meeting leadership within the precincts of conference meeting rooms. The arrangement of meeting rooms should satisfy the need of a sense of identity with the group that has gathered at the business meeting venue.

Create a sense of space: While closeness is good, people should not feel cramped. There should be enough space for attendees to leave the meeting room without disturbing others. When seated neither individuals nor their chairs should touch people or furniture beside, in front of or at the back of them.

Promoting full participation: The layout of the meeting room should be such that every person can easily see all the other individuals, hear everyone's contributions and view all the visual material presented without straining their body.

Keeping all these factors in mind, you can use the information below to help you decide from the seven major designs of conference meeting rooms.

The Five Most Common Layouts for Conference Meeting Rooms

Theater Style

Seats or chairs in rows facing a stage area, head table or speaker without a conference table. Choose a business meeting venue with a theatre setup if you are featuring a number of speakers, a performance or elaborate audiovisuals, and if you want to maximize the space in a room.

A disadvantage of this setup, however, is that it crowds the room and there is less likelihood of getting good participation from attendees.

Classroom Style

Rows of conference tables with chairs facing the front of a room, providing writing space for each person.

A disadvantage of this setup is that it consumes too much space and the attendees seated at the back of the business meeting venue may find it difficult to see or hear people talking in the front rows.

Conference or Boardroom Style

A rectangular or oval table setup with chairs around all sides and ends. Mostly used for Board of Directors meetings, committee meetings or discussion groups. Conference meeting rooms with this setup have participants on three sides of a rectangular table and a power figure at the head.

Meeting rooms with this arrangement make it easy for participants to see one another and also provide a writing surface.

Hollow

A business meeting venue with this setup has square conference tables arranged in a square or rectangle, leaving the center open. Chairs are placed around the outside of the tables.

Meeting rooms with hollow square setups are stretched too far if there are more than 30 participants.

U-Shape

Conference meeting rooms with a series of conference tables set in the shape of the letter U', with chairs around the outside.

Again a layout style for Board of Directors meetings, committee meetings or discussion groups, where there is a speaker or audio-visual presentation.

Unusual Layouts for Conference Meeting Rooms

Cocktail Seating - Small, round cocktail/reception tables with chairs.

Banquet Rounds and Crescent Seating - Comprise a group of round tables, each seating 8 -10 people, set to

facilitate serving food, usually in a hexagonal or square pattern. The only difference in the latter setup is that the chairs are placed around one-half of the table.

Chevron and Modified Chevron Style - Provides place for beverages and elbows. Can be set up with or without tables.

Perpendicular Style - Seats can be on either the outside or the inside of tables.

These are just a few examples of layouts for conference meeting rooms. The seating arrangement in a business meeting venue is of utmost importance when selecting meeting rooms for any event. So, take your time and check out a number of meeting rooms before making the selection.

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