How to Design an Ideal Meeting Place

A U-shaped table is an effective choice for small meetings.

Hours of preparation can go into putting together a successful meeting, but many presenters overlook the actual space in which they will be conducting their business. That's too bad, because the proper equipment and seating can turn a poorly designed meeting into a dynamic and collaborative gathering, whether you're planning for a one-time event or creating a space for regular work gatherings. Paying attention to the details in the meeting space, from supplies to colors, can encourage successful workplace communication.

Things You'll Need

• List of invitees
• Chairs and tables
• Projector or television
• Microphone (optional)
• Podium (optional)

Instructions

1. List the invitees for the meeting and count how many people you need to accommodate. The size of the gathering will significantly affect the set-up of the room.

2. Design a layout for the tables and chairs needed in the room. If you are having a small meeting where everyone will collaborate, a conference style set-up with all attendees seated around a round table or a horseshoe style set-up with a U-shaped table may best suit your needs. For larger groups who will be viewing a presentation with only a few main speakers, a theater style set-up will maximize the space by providing several rows of chairs. A classroom set-up is another useful option. This is similar to the theater set-up, but it provides tables or desks for attendees.

3. Provide equipment for the speaker. A projector or television screen may be useful for showing spreadsheets, pie charts or even videos. If the room is large, the speaker may need a microphone to ensure that everyone can hear. A podium may make those addressing a large group more comfortable.

4. Install an electronic whiteboard if the meeting space will be used regularly for dynamic brainstorming. Ensure that the room is wired for Internet and telephone access, allowing the presenter to invite remote employees to call in to the meeting when needed.

5. Color the meeting place for success. Blue is the best color as it creates a sense of calm and agreeability. Avoid the traditional drab grey palette as this can bring about negative connotations.

Tips & Warnings

• If you're designing a space that will be used for a variety of meeting types, allow plenty of room to rearrange tables and chairs as needed for different events.

References

• Conference Coordinator: Conference Table Set-Up Styles & Meeting Room Layouts
• Business Meeting Location: Styles of Room Set-ups
• Effective Meetings: Color My Meeting Room