How to Set up Conference Rooms

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The interior of an inviting and efficient conference room.
The interior of an inviting and efficient conference room. (Image: Ryan McVay/Photodisc/Getty Images)

A conference room is used by company executives to hold meetings and to host events for fellow employees or visiting businesspeople. The setup of a conference room can greatly affect how people experience a meeting, as those sitting in the back may not be able to hear or see everything that is going on at the front of the room. Before you start setting up a conference room, analyze the space to determine what setup works the best for the given space. This way everyone involved will have the same experience during presentations or events.

Walk around the conference room before you start designing the space. Locate all electrical outlets in the space, as the front of the room may need electrical outlets. Projectors and screens may require electricity to function, so set up the front of the room where outlets are available. This is done to minimize wires on the floor, as people may trip over them as they walk around in the conference room.

Analyze the size of the space and compare the size to the company’s needs. If the company is looking for a space to have meetings with 20 people or less at a single time, the setup of tables and chairs is different than a space needing to hold hundreds of people at a given time. Using a theatre-style setup with raised rows may be more efficient for hundreds of people as opposed to a U-shape setup, as a U-shape configuration is more suited for 20 people or less. A single conference table should only be used if the company is only planning to host less than 15 people at one time, as employees located at one end of the table must be able to hear people sitting at the opposite end.

Add a presentation screen or projector to the front before adding tables and chairs to the space. Plug in all electrical devices and hide the wires along the walls or underneath carpets.

Place the tables in the desired configuration that you have chosen for the conference room. The tables should be placed close together, if you are using the U-shape method. The theatre setup requires tables to be placed on raised boxes or platforms. Place the platform in the desired space before you start adding the tables.

Walk around the space and place yourself behind the table to test if every seat is acceptable in terms of seeing the front of the room without obstructions. Do not place someone in a seat where she cannot see the front. Do this before the chairs are added to the room, as it may be more difficult to change the setup with chairs and tables in the room.

Add all of the chairs to the conference room and tuck the chairs underneath the tables to save floor space. This will make the conference room look larger and more organized.

Add bottles of water, pens, pads of paper and and possibly fruit to the conference tables before an event.

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