room presentation style

PHILADELPHIA SEPTEMBER 12-13 PUBLIC SPEAKING CLASS IS ALMOST FULL! RESERVE YOUR SPOT NOW

Public Speaking Classes
Corporate Presentation Training
Online Public Speaking Course
Northeast Region
Midwest Region
Southeast Region
Central Region
Western Region
Presentation Skills
101 Public Speaking Tips
Fear of Public Speaking

Proper Conference Room Setup Makes Presenting Much Easier

The downside is true as well. Improper conference room setup can actually make you more nervous and make delivering the presentation more difficult.

This post has two parts. Part one is about The Different Conference Room Styles . In that section, I’ll give you different conference room setup options with pros and cons of each. Then, in Part Two, I’ll give you the Best Practices for How to Set Up a Conference Room and how to set up a meeting room. These best practices will help you avoid some of the big mistakes that presenters make when they set up the tables, chairs, and audiovisual for meetings.

Want to beat stage fright, articulate with poise, and land your dream job? Take the 2-minute public speaking assessment and get the Fearless Presenter’s Playbook for FREE!

Part One: The Pros and Cons of Different Conference Room Styles.

For instance, when I teach a leadership development class, I sometimes change the room set up at each break. This is helpful, because the purpose of the class is to increase the :comfort zone” of the participants. So, changing the way the chairs are set up or the way the tables are set up makes the participants have to move to a new seat each time.

When I teach the group how to remember names, a u-shaped room is ideal. That way, each person is able to view every other participant in the room. (They aren’t looking at the back of anybody’s head.)

However, when I cover a module on presentation skills, a chevron style classroom setup is better. This style allows the presenter to be the center of attention. It also lets every person in the audience have a great view of both the speaker and the speaker’s visual aids.

Then, in the same class on the afternoon of the first day, we cover meeting skills. In that session, I push two classroom tables together to make bigger meeting tables. And I put six to eight chairs around each table. This allows each table to operate as a separate group.

However, unless you are covering multiple topics in the same presentation, you shouldn’t need to do this, by the way. For example, when I teach a regular two-day public speaking class , I keep the same chevron-style class setting throughout the entire class.

The point is to alter the conference room set up to fit the needs of the audience. And when the needs change, alter the conference room set up as well.

List of Different Conference Room Styles:

Theater/Auditorium

Boardroom Style: All the Participants Gather Around a Single Long and Skinny Boardroom Table.

Boardroom Style-All the Participants Gather Around a Single Boardroom Table

One major advantage of the boardroom style is that almost every building has some type of conference room. Another is that the table is already set up in the room. Finally, this style is ideal if you want the participants to communicate with each other (from a seated position.) Everyone in the room can see each other face-to-face.

The major disadvantage, though is that the audio and visual components are often built into the room. So you lose a lot of flexibility with this room style. Also, when people design boardrooms, they often make the screen or display the center of attention. As a result, the presenter will often have to deliver the presentation from either side of the screen.

The other major disadvantage of this style is that if you have more than 12 people, the style doesn’t work very well. The room is too crowded and people have a hard time moving around to go to the restroom or get a coffee refill.

Still though, for a small group, a boardroom is often the best option.

U-Shaped Style: Tables Are Set in a Square Shape with One End Opened for the Presenter.

This room setup is also very easy. All you need is a minimum of three tables to set it up. The major advantage of the U-Shaped style is that the entire group can still see everyone in the room face-to-face. So, this setup is ideal for team meeting where you want the audience to communicate with each other and share ideas.

Just like with the boardroom style, though, the major disadvantage is the group size. As the group gets larger, you lose the major advantages. So, if you have 14 or 16 people, you get the same advantages of the boardroom even though the group is a little larger. However, at 18, 20, or 22 people, you begin to lose this advantage. It will be difficult and impractical to get all 22 people to participate in a discussion.

So, since you lose this value, as the group gets bigger, you may want to switch to a classroom setup.

Just as an FYI, there is an alternative style called the “open square” style. It is the same as U-Shaped, but the open end is closed off. Between you and I, I have never really found any value in this style. You lose a lot of the advantages of the U-Shaped style without adding ANY advantages.

Theater Style or Auditorium Style: Chairs Set Side-by-Side as in a Movie Theater.

Theater Style or Auditorium Style Room Setup

The major advantage of the theater style is that you can comfortable seat a large number of people. The entire room will be able see and hear the main speaker (or speakers.) So, if you are organizing an annual meeting for hundreds (or thousands) of people, you might use this style for an opening introduction. Or, if you invite a keynote speaker or comedian to speak, this room style works well.

However, this style has a huge disadvantage. The audience has no place to write or take notes. So, if your audience has handouts or printed content, avoid this conference room style. (Use the classroom style instead.) The other major disadvantage of this room setup is that it will be very difficult to get the audience to interact each other or the speaker. So when organizing a big meeting, this conference style doesn’t have as many uses as other styles.

Classroom Style: A Series of Six foot by One Foot Tables Set Up in Rows.

The advantages are that you can comfortably fit more people using this style and everyone in the room can see the presenter. Also, every audience member has his or her own space. And no one has to sit with their back to the stage. Another huge advantage is that the speaker has more control and authority in the room. It is easier to get and keep the attention of the audience.

The only real disadvantage to this style is that you’ll have difficulty getting groups to interact in teams. If you want to create small groups to discuss items from the meeting, you may need to get a row to turn around. When you do this, you’d need to leave the stage to give instructions.

Still though, this is the conference room style that I use most often when I set up meeting rooms.

Banquet Style: Six to Ten People Gather Around Big Round Tables.

Banquet Style is a Hybrid Between Classroom and Boardroom

Each audience member styles gets adequate space. They also get to see the people at their table face-to-face as with the boardroom style. So, this conference room style is kind of a hybrid between classroom style and boardroom style.

A major disadvantage, though, is that this style takes up a lot of space. So, it is more expensive if you are renting space from a hotel or convention center. The other major disadvantage is that some people at the table with have limited view of the stage. They often have to turn their chairs when speakers are talking. So, they lose the advantage of having the personal space.

Still, though, this style has works well if you want a big group of people to interact with each other. It allows you to have tables discuss items with each other and brainstorm solutions to challenges.

Part Two: Best Practices for Proper Conference Room Set Up for Presentations (How to Set Up a Meeting Room.)

Setting Up the Room Wrong Can Make You a More Boring Speaker!

For instance, if you cram 20 people into a boardroom, they will be uncomfortable. You may be presenting well, but the facial expressions from the audience may be less-than-cordial. If multiple people in the room are giving you negative facial expressions, you might begin to feel a little more self-conscious.

Basically, the way you set up the conference room can either make presenting easier or make it harder. Improper room setup can cause challenges that you just don’t want or need when you present.

Below are some of my favorite ways to set up a conference room for a presentation. These are the “best practices” that I have discovered over 20 years of presenting.

1) Present from the Short-Side of the Conference Room.

In the podcast that I did about eye-contact, I gave an example of how this can cause challenges. The analogy that I used there was to think about sitting in a movie theater with only three rows of seats. If you happen to be on either end, your view isn’t great. If you are the speaker, it is even worse. It is difficult for you to keep eye contact with the people on either side of the room.

To fix this, just present from the “short” side of the room. If you are presenting in a rectangular room, you will have two short walls and two long walls. Present from the short wall that is farthest away from the main door to the room.

By the way, a good A/V person can make presenting on the long-side of the room better. They will often set up big screens on both sides of the stage. This allows the audience to be closer to the speaker and still see the visual aids. Still though, this is just fixing a symptom caused by another problem.

2) Make Yourself the Center of Attention, Not the Visual Aid.

When presenters violate this room setup tip, it can cause some major problems with delivery. For instance, the speaker will often move to the side of the room and look at the visual aid screen as he or she speaks. Obviously, the audience will look at the screen as well. Now that the visual aid is the center of attention, the speaker will often move behind the audience to continue to speak. Instead of being an interesting dialogue between the speaker and the audience, the presentation will become a monologue.

This room setup for a presentation can lead to the click… talk… click… talk method of delivery. (This is really boring.) So, move your screen to the side.

3) Get Rid of the Lectern.

If you feel like you need to have notes to deliver your presentation, make sure to read How to Memorize Your Speech . This post gives a number of tips that will allow you to deliver your entire presentation without notes.

Just so you know, standing behind a lectern is a technique that presenters sometimes use to feel more comfortable. In reality, though, it often makes people more nervous. Any time we feel threatened, we want to put something between us and the potential threat. In martial arts, students are taught to put their hands (fists) between themselves and the threat. For presenters, we put a lectern between us and the threat. A good example of how the demeanor of a presentation changes with a lectern is political debates. Candidates who feel like they have an advantage connecting with voters on a personal level always favor “town hall” style debates. (Just as an FYI, audiences do too.)

4) Place Whiteboard or Flipchart to the Proper Side When You Set Up Your Room for a Presentation.

If I forget and place the board on the wrong side of the room, I will have to cross in front of the board and stand on the opposite side to write. I makes for an awkward transition in the speech.

Also, since I’m left-handed, I pay attention to moving the whiteboard for each presenter. Just before I introduce the next speaker, I will move the stand over for a right-handed person. Obviously, if you are the meeting leader and every speaker is right-handed, this is much easier. But you’ll be surprised at how many speakers are left-handed. So, pay attention.

5) Chevron Style Room Set Up Is My Favorite Conference Room Setup Style.

Basically, you set up your room classroom style. This is rows of six-foot tables straight across. However, put an isle in the middle of the room that is maybe six-foot or so wide. Then, move the edge of the table that is on the isle back about three feet, so that the tables now angle toward the front-center of the room. Instead of the rows being straight across, now, they will be slightly “V” shaped.

When you set up your room for a presentation this way, you are creating a stage to present from. Basically, you can now walk into your isle to be closer to the audience. However, when you do, the folks on the front row don’t have to crank their necks to follow you. They will be looking directly at you.

Best Practices for Room Set Up for a Presentation in a Boardroom

If you are presenting in a boardroom, many of the tips still work. You still want to present from the short-side of the room. If the room has a dropdown screen that is in the center of the room or on the long-side of the room, you can always just project onto a whiteboard. (I do this a lot when I use boardrooms.) It allows me to be able to write on my slides as well, so it is really helpful.

The biggest suggestion I can make about presenting in a boardroom is to stand up when you speak. If everyone is seated in the boardroom (including you) when you start your presentation, just stand up to call attention to your visual aid. (Then don’t ever sit back down.)

Never, ever, ever sit on one side of a boardroom table and use visual aids on the opposite side of the table. This is the HUGE mistake that amateur presenters make that will cause your presentation to be so boring, you will put your audience to sleep. Avoid it at all costs. Stand up and use your visual aid to add to your verbal presentation — not replace it.

Podcasts , presentation skills

Looking to end your stage fright once and for all?

This 5-day email course gives you everything you need to beat stage fright , deliver presentations people love , and land career and business opportunities… for free!

What solution is best for me?
Download the Government eBook

8 Meeting Room Layouts: For Effective Team Collaboration

If you are hosting a meeting, one of the most important considerations is the meeting room layout. The optimum meeting room layout will help everybody see the whiteboard or other meeting materials and hear the speakers. It will also help anyone who is joining the meeting virtually, experience it as if they were there.

In this article, we will look at several meeting room layouts and examine which is best for certain types of meeting.

What is a conference room layout?

A conference room layout is the set up of chairs and tables in a conference space. The most effective conference room layout depends on the size and style of the meeting.

8 Possible meeting room layouts

Boardroom style.

Boardroom style is one of the most popular meeting room styles - and you’ve probably seen it before in many office-related movies .

It consists of a small group of people sitting around a large table. An interactive whiteboard or alternative , like those sold at Avocor, could be installed on any of the walls. Any virtual participants could join in on the interactive display.

This boardroom style meeting may be led by one or two people, but typically everybody in the meeting will participate.

This is a really effective way to run a meeting if you want active involvement from everybody.

U Shape Style

U Shape Style is another popular meeting room design for smaller discussions. It involves a small group of people sitting around tables in a U shape or horseshoe formation.

The speaker will stand at the open end of the U shape, and they can give a presentation here. They could install an interactive display on the wall by the top of the U shape.

Because people usually have a table with lots of space, this style is excellent for taking down notes. It can be used for formal meetings or informal collaborative office spaces .

Although the speaker traditionally stands at the top, the U shape means that all participants face each other and can easily enter into a discussion.

This type of meeting room is excellent for companies with remote workers , as they can join the meeting virtually via the interactive display.

A box style meeting set up is a U shape with another table running along the side, creating a box or a hollow square. The meeting leader will stand in the middle and lecture a small group from there.

This isn’t the best meeting room layout for presentations, as the participants will all be facing away from a wall - so there is nowhere to mount an interactive display.

However, a box style layout works well for meetings with breakout sessions, where smaller groups of meeting participants can discuss certain aspects before returning to the main forum.

Lecture Style

This meeting room setup is usually for much larger meetings and conferences. It consists of rows of people facing the front as they would in a theatre or university lecture hall.

The speaker will stand at the front of the hall with their interactive display. People in the company may not contribute directly to the meeting, although they may ask some questions at the end.

People could join this meeting virtually if it is live streamed.

Banquet style

Like in a wedding or other event, a banquet style meeting features several large round tables with participants sitting on chairs surrounding them.

This type of meeting is often casual and especially good for networking events , as participants are likely to chat to the others at their table. A banquet style meeting could even (as the name suggests) involve food and drink!

There may be a speaker, panel or display at the front, but the meeting will probably mainly consist of networking with people at the table.

Cabaret style

Like the banquet style, this meeting room plan consists of groups of people sitting on round tables.

The main difference between banquet and cabaret style is that participants will usually sit at the back of the table and watch a presentation or speaker at the front.

This type of meeting is typically more formal than banquet style - it may be more focused on the speaker or panel and less on the table participants - but less formal than lecture style.

It normally consists of a lecture and Q&A session after.

For very casual meetings, standing might be an option. This style is typically for huddle rooms or other meetings that won’t last too long.

They might be more informal meetings that don’t require any kind of presentation or display between members of staff who know each other well.

Classroom Style

Classroom style is basically lecture style, but with tables. Meeting participants all have tables in front of them to take notes or place other items. The speaker will stand at the front where they might do a presentation.

This style is perfect for larger meetings where participants need to write things down or discuss various points in groups.

Meeting room layouts FAQs

Which meeting layout is best suited to a presentation style meeting.

Presentation style meetings are usually larger meetings with an interactive display at the front and rows of people facing the presentation. However, if you are presenting in a smaller meeting , you might use the boardroom or U shape style, ensuring that everybody can easily see the interactive display.

How do you arrange a meeting room?

Here are a few tips for arranging your meeting room :

Think about how many people are going to the meeting. If the headcount is smaller, you may favour a more intimate presentation setup, whereas you might have a meeting in lecture or wedding style if it is bigger.
Consider whether you will need wheelchair access or any other special features, including security or additional space.
Plan whether just one person or multiple people will speak at the meeting. If it is just one person, you might want to set the room up as a presentation style meeting, whereas if everyone in the conference will talk, you might set it up so people can see each other.

From U shape to lecture style, there are many different meeting room arrangements. The perfect layout depends mainly on the number of people at the meeting, the room size, how formal it is and what is being discussed. Every meeting is different, and one company may use several meeting room styles!

The tips and descriptions above should help you decide which meeting room style is best for you.

What is the difference between flexible and hybrid working, 9 tips for effective interactive workplace communication, flexible working advantages: 7 key benefits for your business, how to create a flexible working environment: ultimate guide, interactive wall ideas for offices: how to decorate for inspiration, get in touch, sign up for our newsletter.

Keep up to date with all the latest from Avocor and partners and get information on upcoming events and exciting product news.

Latest Updates

Useful links, ready to talk.

To provide the best experiences, we and our partners use technologies like cookies to store and/or access device information. Consenting to these technologies will allow us and our partners to process personal data such as browsing behavior or unique IDs on this site and show (non-) personalized ads. Not consenting or withdrawing consent, may adversely affect certain features and functions.

Click below to consent to the above or make granular choices. Your choices will be applied to this site only. You can change your settings at any time, including withdrawing your consent, by using the toggles on the Cookie Policy, or by clicking on the manage consent button at the bottom of the screen.

How to use room setup styles to maximize engagement

Engagement and participation are two key words that every facilitator, event organizer and meeting professional sets as a goal when designing meetings, training sessions or conferences. Room setup plays a big role in making engagement happen.

Room setup is the seating arrangement of participants: the placement by which they receive content and interact with one another. It is a critical aspect of every event because the atmosphere the physical space creates will impact the experience in obvious, and subtle, ways.

As an event begins, there’s always an invisible barrier between a speaker and their audience. In fact, there is also a psychological barrier among participants, especially when they do not know each other well.

Design your next session with SessionLab

Join the 150,000+ facilitators  using SessionLab.

Why room layout is important

Deciding where to host an event, conference or workshop is an essential step in its planning and design . Room layout and other conditions determined by the location will determine some of your event choices. Let’s review some of the main reasons why room setup is important for event design:

For practical reasons

Meeting room setup will determine accessibility. Consider whether your participants require accessible spaces, and how they will reach the space (e.g. steps, elevators). The Youth Disability Advocacy Services has a great infographic you can refer to for more insight on inclusive spaces.
Location arrangements will determine what activities you can and cannot lead. Moving around in order, for example, to do Impromptu Networking , a favorite Liberating Structures method to start an event, may be impossible in an auditorium.
Timing of breaks will also change based on the location. If participants need to go around the building, down a flight of stairs and across a corridor to reach a cafeteria or toilette, you cannot expect a quick break to last 5 minutes.

For psychological reasons

The type of room setup, as we will see in further detail below , will immediately communicate to participants what is expected of them in terms of more or less active participation.
A surprising room arrangement is a powerful way of shaking people out of consolidated habits and opening their minds to new experiences , ideas and opportunities.
A room setup that echoes the topics of the day is a guaranteed way of making your day memorable. Hosting a conference on water management by the banks of a river, a future scenarios workshop on a theatre stage or an open space day dedicated to the future of work inside an abandoned factory are all true-life examples of exceptional settings for memorable events.

What is the best room setup for workshops?

In her practical manual The Workshop Book , Pamela Hamilton states: “If the workshop is taking place in the same room where you have other meetings, the room itself will keep people in old thinking habits”. Workshops typically involve hands-on activities, facilitation techniques , group discussions, simulations, and collaborative exercises , which allow participants to explore, ideate, and participate in achieving their desired outcomes.

Because of their highly participatory nature, workshops deserve extra attention when organizing seating and setting up the space. If you want to know more about what makes a workshop tick, and how these events are different from meetings and conferences, you can read a full introduction here .

Here are some of the things a workshop leader will pay special attention to when it comes to room setup:

Will the seating arrangement need to be changed during the session ? If yes, avoid using a place where tables are fixed to the ground.
Will participants need to use laptops , or have note taking/sketching space?
What type of visuals do you plan to use. Slides? Flipcharts? Video conferencing? Make sure all participants have an unobstructed view of the visuals so that they don’t need to twist and turn to see the visuals.
Where will participants go for small-group activities ? Ideally, it should be possible for everyone to work comfortably without going so far that they can no longer see or hear the facilitators!
What are the acoustics like in the room? Many conference spaces are not designed to keep in mind the possibility of many participants talking at the same time. This is even more true in case of hybrid workshops, where you expect interaction between online and in-real-life participants. For more on the specific requirements of hybrid events, see our dedicated guide .
Is it ok to hang posters on the walls? Check that the masking tape you’ll be using doesn’t ruin the plaster, nor your markers leave blue and red splotches on the walls if someone decides to write directly on a poster rather than on the sticky-notes!

Facilitators typically ask for access to a workshop space at least one hour before the start time. What will participants see when they walk into the room?

Overall, you are looking for a clean and welcoming space , with materials ready to use as well as for a surprise effect that will jostle people out of their daily routine (putting chairs in a semi-circle or around working tables is usually all that is needed to achieve this).

As the workshop progresses, don’t forget to keep the space clean of any clutter and re-arrange materials as needed.

Particularly for workshops that last more than one day, it is very satisfying to see walls fill up with posters, canvases, and other artifacts created by participants. This gives everyone a feeling of progress and achievement and can do wonders to anchor learning through visual memory.

What to keep in mind when choosing locations

Next to these considerations that are tightly related to workshop design, there are other logistical matters you’ll need to keep in mind when choosing locations and setting up rooms. Let’s quickly see what to check:

Do you need to inform people on how to reach the venue ? You might want to set up arrows or signs or send participants detailed instructions. If you are hosting a public participation event, for example, can it be reached by public transport?
Consider where snacks and meals will be served . You might want to dedicate some extra tables to coffee break supplies when a break room is unavailable.
Check the location of restrooms and water fountains and make sure these are easy to find and access for participants. And while you are at it, make sure recycling bins are available and clearly marked. More ideas for greener events are in this useful list from the European Commission .
Usually, the number of chairs should match with the number of participants, allowing a few extra chairs in case you have extra participants.
Power supply and outlets . There should be enough to accommodate charging of laptops and other electronic devices needed for training and exercises, placed accessible but strategically so not to hinder the speakers, trainers and participants. You don’t want people tripping over power cords.
Internet access . Do you want/need your participants to have internet access? If yes, make sure that the WiFi code is easily visible to everyone upon arriving. And if you need to use the internet during the session for any task, make sure that the bandwidth is enough to accommodate everyone.
Heating and cooling . The venue must be warm or cool enough. For larger groups, expect that the temperature will rise over time with more people in the room.
Additional furniture . Aside from tables and chairs, what other furnishing should be added or removed from the room to provide better comfort and utility to both facilitators and participants?
Lighting . The venue must have enough lighting for speakers and participants to be able to see clearly but without being too bright. Natural lighting is preferable as people tend to get less tired , and attention spans last longer.

As you can tell, there is a lot to keep in mind to plan excellent events! Checklists are a great way to keep track of everything you need for room setup and preparation. In SessionLab’s planner , you can add a checklist to the top of your agenda for the day, and make sure you get those boxes ticked before you start.

An in-depth look into meeting room options

Each seating arrangement fulfills different purposes and matches different types of event style and size. Here are the 11 most popular kinds of seating arrangement setups for different types of events:

Theater or auditorium style seating

Theater-style seating is a classic one: participants are seated in rows of chairs, much like in a theater or cinema, to watch and listen to a speaker or several speakers as well as visual and auditory aids. There’s generally a gap in the middle to allow easy access for central seats and a large stage to accommodate speakers, visuals and auditory aids. This style, thus, is typical for events with a large number of attendees where content is delivered as a lecture.

Theater-style seating allows for a large number of participants.
Maximum seating capacity of the venue can be achieved.
Since every chair is facing the stage, the focus is on the speaker.
Since the focus of the audience is directed on the speaker and not on each other, participants are hindered from interacting with one another.
There are often no provisioned spaces for participants to take notes, bring out their devices and record notes.
Audience members tend to be too close to each other for comfort, and there’s a tendency for pushing past other people to enter or exit from seats.
Spaces for aisles are needed to ensure access to seats

This type of seating arrangement is best for conferences, annual board meetings, product launches, lectures and performances . These events call for less interaction and focus more on visuals and listening to speakers and presenters.

U Shape Style

A U-shaped seating arrangement is just what the name describes; a letter U setup of tables and chairs arranged in an open-ended shape with the participants facing inwards. It is a classic boardroom setup that enables members to both face each other and the speaker.

Removing the tables and only having chairs in a u shape style allows for open interaction between the trainers and participants. This version is often used for skills development trainings and workshops.

A u shape setup enables the presenter to closely engage with each participant.
Participants can interact with one another.
The open area can be set up as a presentation area or as a focal point.
The seating capacity of the room is not maximized since floor space is not fully utilized.
A majority of the participants view the front (speaker and visual aids) in a sideway position. This can become uncomfortable as the session progresses.

As described earlier, this type of seating arrangement is ideal for boardroom meetings and video conferences with a limited number of participants, but it is also good for training sessions or interactive workshops if you remove the tables .

If you keep the tables, then this setup allows for note-taking with laptops and other digital devices that aid in writing and learning.

Circle Style

Arranging seats in a circle immediately sends a strong message. It conveys the idea that time and power will be shared equally among participants, and everyone will have their say. If you expect all participants to take part equally in a sharing round (it’s in the very word!) a circle of chairs is the way to go.

A simple circle can be a very powerful space, conducive to deeper listening and calm discussions in turns. As with the U-space above, there are no tables or other objects in the middle (except sometimes a focusing object such as a nice carpet or a bouquet of flowers) to distract people from one another. A circle leads itself naturally to opening and closing moments in workshops.

All participants can see and hear one another equally;
Creates a sense of shared participation and power;
Facilitates open conversations in turns.
Can be quite off-putting and is not comfortable for everyone at first, depending on the setting and culture;
It can be disingenuous to use a circle to mask power dynamics and hierarchies (it’s a beginner’s mistake to assume that facilitation is all about flattening power relations: it’s not, if anything it’s about making them clearer);

A circle works best in small groups of up to 20 people, especially for opening and closing sections such as introductions, debrief and feedback rounds. It’s an ideal room arrangement for workshops covering more personal topics or expecting to go deeper into emotional aspects.

Banquet Style Setup

The banquet style room arrangement is a round table setup with participants facing each other like at a dinner table. This encourages full interaction between people sitting at one table. It is often used for interactive workshops with group discussions and exercises.

Full potential for interaction between participants as they face each other.
Allows for more members to get to know each other; useful for networking purposes.
It maximizes the use of the space in the room.
Although it’s easy to interact with other members at the table, it’s not easy to mingle with other participants at other tables.
It has the tendency to isolate groups and form cliques.

The banquet-style setup is good for formal and informal gatherings such as weddings , galas , sit-down dinners , music and entertainment – parties where there’s no need to constantly focus attention toward a stage/central platform.

It can also be suitable for large group workshops where teams are expected to work together over the course of the event.

Boardroom Setup or Conference Style Seating

Conference or boardroom style has one large table that fits around 7 to 20 people with room for their various equipment such as laptops, mobile devices and video conferencing devices. All participants face the middle to enable discussion and interaction from all directions. The boardroom or conference room style can also be adjusted to include many tables that form a hollow square/rectangle.

Conference room layout allows for direct interaction between participants from any direction
Table space allows for the use of laptops and other gadgets, paperwork and consumption of food and drinks.
There are spots from where some participants may not be able to view slides or other visual presentations clearly.
Because participants are able to use their laptops and other devices, they can easily shift their attention away from the meeting.
The people at the far end of the table may feel isolated. Using circular or even square type conference tables can diminish this isolation.

This type of seating setup is ideal for business meetings , video conferencing, brainstorming and open discussions .

Classroom Style Seating

It is a classic classroom style setup where tables and chairs are arranged in parallel rows facing the front of the room. It is common for lectures and primarily supports interaction between the speaker and the audience and less among meeting participants. Participants sharing a table can do small group exercises or share their work with one another.

Tables or desks are provisioned for taking notes and use of devices.
It maximizes the space and seating plan with tables/desks.
Line of vision for participants seated near the front corners or back corners is compromised
Because of the angles of certain seats and tables, several participants may have to twist or turn to have a good view of the speaker or visual aid.
Interaction and eye contact is unlikely in this setup and group discussions can be difficult.

The classroom style seating is ideal for instructive types of training sessions and workshops where the members need to take notes or use laptops and the flow of discussion is mostly from trainer/speaker to the audience. However, choosing this room setup requires a thoughtful agenda design in order to get participants properly engaged with the content; the room setup itself does not support interactive learning experiences.

Crescent Rounds Seating or Cabaret Style Seating

As the name suggests, members of the audience are seated at a round table but leaving empty space towards the stage or the location of the speaker. Tables are either scattered or strategically placed to maximize engagement as well as line of vision. The setup is conducive to small group exercises or discussions while keeping a focus on centrally displayed information or a speaker.

The half crescent shape creates a focal point towards the stage to instruct and brief group work.
Because there’s no hindrance to line of sight of the speaker and visuals, participants do not have to move to uncomfortable positions or twist around to see the front.
Table setup encourages chatter within the group that’s irrelevant to the content or event objectives.
It is not as compact as banquet style seating. More tables are used without maximizing seating.

The cabaret arrangement is useful for training sessions that aim for small group discussions and exercises combined with visual presentations . It is also popularly used for awards and gala nights .

Reception Style Seating

A reception style arrangement is similar to a banquet one but with extra cocktail tables in between group tables. The cocktail or high tables with no chairs are for mingling or networking. They are also good for breakout discussions and collaboration between members of the audience belonging to different groups.

Allows for focused group exercises at the main tables, while the cocktail tables provide convenient opportunities for breakout conversations or engaging with other group/table members.
A dynamic setup which encourages participation and prevents boredom.
Room space may not be fully utilized compared to more traditional training setups.
Not all members of the audience might appreciate a dynamic setup.

It is best applied to dynamic and creative training sessions with collaborative exercises . The reception style is also great for team building events .

Chevron Setup

The chevron or V-shaped setup is actually similar to a classroom arrangement but tables and chairs are angled for better line of vision and engagement between participants themselves as well as with the speaker.

It basically mimics the classroom setup but with improved view from outer ends to give participants better line of vision.
Tables give members the space to take notes and user their devices.
It can maximize seating capacity and is good for large groups.
It allows for small group exercises for people sitting at the same table.
Participants are not facing each other and some will be behind others; this does not encourage active listening, and can still hinder line of vision in this way.

Similarly to the classroom setup, the chevron shape is suitable for training sessions and workshops where instructions and individual work dominate.

Fishbowl format

The fishbowl setup is used for dialogue type events. Four to five chairs are arranged in an inner circle – the fishbowl – while the remaining chairs are arranged in concentric circles around the middle area.

Speakers take the inner seats and start discussing the topic introduced by the moderator. In an open fishbowl , one seat is left free, and anyone from the outer circles can join the conversation. At the same time, then, another member from the fishbowl must give up his place in the inner circle.

This style is often used for forums or large group discussions where participants can openly discuss topics covered with the speakers or experts. It enables the whole group, or all members, to actively participate and be involved with the content, i.e. ask questions, make suggestions or give their own conclusions.

Encourages participation in larger groups.
Speakers are put at a position of equal distinction with participants, meaning they are among the group instead of at the head of the room or on a stage.
This setup may be a problem for shy and introverted members of the audience who are afraid to participate. It may be harder to get their opinions or know what they think.
It is hard to divide the large group into smaller sets for more intimate discussions of the topics.
No tables or room for taking notes or using laptops.

Fishbowl is best for forums, conferences and large group meetings where there is a high expectation of participation.

Cluster setup or team table seating

Team tables, or clusters, is a similar setup to the banquet style but it is more for informal type of events. You can choose between cocktail style or high top tables and seating. The tables and chairs depend on the volume of people at the event. A sit-down table setup is for training in groups with a lot of group discussions and exercises, such as in team building, yet with an informal vibe and tendency for mingling or changing places.

An informal setup is always good for building rapport among participating members.
People can move around and still be comfortable in the training or event.
Tables can be arranged to maximize lines of sight.
Depending on the size of the room or the arrangement of the tables, line of vision can still be hindered.

Clusters are used for training with a lot of group discussions or exercises . It is best for team building and networking events where there’s still room to mingle and move around.

What is the best room setup for your conference, event or meeting?

The room design for your event should be determined by the goals you want to achieve and the number of participants you have. See some examples below:

Have a large audience? Consider one of the room arrangements that can effectively be scaled up, even to hundreds of participants. For example: Auditorium, Banquet, Crescent or Reception
Want to facilitate networking? Reception or rotating banquet tables can be a useful room design.
Need participants to actively work together during the event? Choose a setup that fosters teamwork: U-Shape, Banquet
Want to combine effective content delivery and participants working on their own devices? Classroom or Chevron can be a great fit.
Do you have a group of 5-10 people that need to make a decision about a project? Choose a setup that supports open communication, such as U-Shape, Circle, Boardroom or Hollow Square.
Looking to facilitate a deeper conversation or share personal stories? Fishbowls and Circles are made for that.
Are you planning for an interactive soft skills development training session? You may choose a u-shape without tables that allows you to present information and facilitate group conversation, then allow the group to break up into smaller circles by rearranging the chairs.

Knowing the answer for these two factors – interactivity and group size – will help you pick from these room setups:

If you have a longer, more complex event that spans over multiple days or if the session has different tracks, you should be prepared to arrange the room differently for different segments/days, if necessary.

How to get your meeting room style properly implemented

So, you have designed the meeting, you have a plan, and you have figured out which room arrangements will get you through your session. This means you are done with the planning work!

What can you do to ensure that your plan will be properly put into practice? Here are some tips to follow to have your planned room arrangement set up for you:

Most of the time, the venue will take care of the complete set up of your desired room arrangements and other related logistics requirements. In order to minimise the chance of miscommunication, it is best if you can show examples of what you want. (For instance, show what a u-shape seating looks like and clearly specify whether you want or don’t want tables in front of the seats.)
If you ask for different room arrangements over the course of your meeting, make sure to communicate this in terms of your agenda timing . If you need different room setups, you may want to ask for multiple rooms so you can flexibly move from one room to another.
Even with the best communication from your side and a great venue, the initial setup you will find at the venue might need adjustments. Make sure you have time to do this before participants start to arrive.
Don’t place participants too far away from yourself (the speaker/trainer/facilitator).
Remove unnecessary seats
Check if visuals (presentation screen, flipcharts) can be seen by all participants.
If you like to move around while you speak, do a check from different seats to see which spots in the room might be blind to some. Make sure everyone can see you at all times.
Don’t use fonts that are small and hard to read Mind that, if you have multiple rows, not everyone might be able to see the bottoms of your slides.
Lastly, have a checklist of equipment and materials you need, so you don’t forget to bring any of the tools and props you might need during your session.

Despite all the best planning though, in real life sometimes things escape control completely. The location manager loses the keys at the last minute (this is a real story). Communication before the event is insufficient. Your train is late. So before we close this review of room setups, let’s see what happens when all the planning goes out the window.

Facilitating in weird locations: what can you do?

A delightful conversation recently took place in SessionLab’s Community space around the question: What is the strangest place you have facilitated in? From churches to parking lots, outdoor gardens to heavily guarded intelligence facilities, it seems that any place large enough to accommodate a group can ultimately work out for facilitation.

Reading those stories, two top tips emerge to help you face the situation with poise and style in case you are asked to work in a less-than-ideal location yourself:

Acknowledge what is going on and get participants on your side. Facilitators are often encouraged to model vulnerability and honesty in their stance, and finding yourself in a weird location is a great opportunity to do just that. Don’t pretend the space is ideal if it is not: explain what is going on and ask for participants’ support in making it work.
Deploy extra creativity and make the best of it. If columns block the view in the middle of the room, turn the columns into symbols of an important value or topic for the day. If the doors are locked and you have to work outside, take it as an opportunity for an outdoor practice or impromptu interviews with passers-by. Weird locations are a great playground for improvisation.
But make sure participants are comfortable. If the location makes it impossible for people to sit, see, or hear, they are not going to have the focus they need to work well together. Call for a break and renegotiate options with your client, including moving the workshop to a later date!

Now over to you…

We hope you have found useful tips above on how to design a room setup for your next event.

What is your number one tip for getting room arrangements right? And what is the strangest place you have facilitated in?

Let us know about your experience in the comments or join the conversation in our friendly Community space .

Robert took his first facilitation training in 2009, and since then immersed himself in designing and delivering experiential learning experiences, group workshop, and train-the-trainer/facilitator programs. His passion for facilitation led him to co-found SessionLab, the online platform that helps people design and facilitate better workshops.

13 Comments

What a Resource! You guys are soooo helpful, and giving!????????????

You’re welcome, Franklin – I’m happy to see that you like the article!

THANK YOU! I have been asked to step in for a collegue who has gone sick, and needed some thoughts as it is several years since I taught TtT. A browse through your blog has given me confidence to deliver the first few days this using his notes until he is well again.

That’s fantastic to hear, David, wishing you a great delivery! By the way, if you want see more tips on what to include in a train-the-trainer programme, you might find some useful ideas in this post: https://www.sessionlab.com/blog/train-the-trainer/

Thank you, Robert, for a wonderful insight on a room set up for any event.

You’re welcome, Vandana!

Hey, apart form room based conferences, have you guys used online conferencing tools like Webex, R-HUB HD video conferencing etc? If yes, kindly share the feedback.

Thank you for the question, Barbara. We mostly focused on live sessions so far, but remote facilitation is getting to be more frequent. Sounds like an interesting topics to cover in the future :-)

Thank you so much Robert for this helpful figures, cheers.

Wow…thanks now I have an idea about room setting

Which room set up can accommodate 250 guests?

Thanks for sharing all of the options for setting up training sessions. Several of them were unfamiliar. Great resource!

We teach an advanced facilitation skills course and we’ve started a hybrid seating style. We have the students in either small groups around tables or the chevron for group work. When it comes to actual engagement I have everyone sit in a circle and I as the facilitator sit with my side to the screen so that I’m not in the power position. I’ve found that without the tables the students are more likely to engage in a guided discussion during the lesson since we remove the barriers (the tables).

Design your next workshop with SessionLab

Join the 150,000 facilitators using SessionLab

Speech Writing
Delivery Techniques
PowerPoint & Visuals
Speaker Habits
Speaker Resources
Speech Critiques
Book Reviews
Browse Articles
ALL Articles
Learn About Us
About Six Minutes
Meet Our Authors
Write for Us
Advertise With Us

How to Optimize Room Setup for Training and Presentations

If your audience seating arrangement and overall room setup isn’t aligned with the design of your session, you are starting from a position of weakness.

In this article, we describe the core principles that factor into your room setup choices. We then offer an in-depth view of several popular options, and point out the advantages and disadvantages of each. Finally, we end with tips you can use to optimize the room for your audience and set yourself up for success.

Core Principles for Choosing a Seating Setup

Before we dig into the many seating styles available, let’s first review the high-level audience-centric principles which will guide your choices.

Comfort — Are audience members able to participate fully while facing forward? Or do they need to constantly twist around? Is there enough room for them to get to their seat easily? Will they be bumping into one another constantly? If they are comfortable, they can focus on listening to you.
Sight lines — Can audience members see the presenter? The slides? Each other? Clear sight lines allow your audience to absorb the visual component of your message, whether it be slides, body language, or anything else.
Utility — Is a surface provided for using a laptop, taking notes, practice exercises, eating, or drinking? You want your audience members to be active learners, so give them space to do it.
Proximity — Are audience members relatively close to the screen, the presenter, and each other? Or is it sparse seating? Too far apart drains energy from the room, but too close can be uncomfortable.
Compatibility — Is the layout of the room and the seating arrangement optimal for the style of presentation/training being offered? Does it support slide content? Large-group discussions? Small-group exercises?

These five principles will be our focus as we tour many popular seating styles available for your room.

Theater Style Seating Setup

Theater style seating is a series of chairs arranged in parallel rows, all facing forward to the front of the room. No tables are provided. Most large lecture theaters and movie theaters are arranged this way.

Allows high-density seating; that is, for a given room size, theater style seating maximizes the potential audience size.
Because audience members are close to each other and the speaker, this arrangement tends to maximize the energy in the room.

Disadvantages

No surface on which to place laptops, writing pads, food, or any other items.
Poor sight lines for people sitting near the front corners and, in very large rooms, people sitting toward the back and along the sides.
Angle of seats may require some audience members to “twist” their body to face the speaker or screen.
May be cumbersome to get to seats, depending on locations of walking aisles.
Less overall comfort (i.e. hot, stuffy) due to high density.
Audience members have essentially zero eye contact with each other, making discussions inconvenient and unlikely.

Best for…

Presentations for large audiences where the information flow is one-way (from speaker to audience) and there is no requirement for taking notes or using laptops.

Classroom Style Seating Setup

Classroom style seating is a series of tables (or desks) and chairs arranged in parallel rows, all facing toward the front of the room.

Tables (or desks) provide space for laptops, note-taking, and food.
Highest density of any seating arrangement involving tables or desks.
Poor sight lines for people sitting near the front corners.
Angle of seats and tables requires some audience members to twist their body to face the speaker or screen.
Training sessions where most audience members are taking notes or using laptops, and where most of the information flows from the speaker to the audience.

Boardroom Style Seating Setup

Boardroom style seating is a single large table (or several smaller tables butting up against one another) surrounded by chairs on both sides. The most common shape is rectangular (as shown in the diagram), but variations include both circular or square tables.

Lots of eye contact between audience members promotes discussion.
Tables allow for laptops, note-taking, and food.
Terrible sight lines to view slides for many audience members, particularly those at the “far end”.
Even worse sight lines from audience members to see the presenter, who must either stand to the side (not good) or sit (worse).
Multi-tasking (e.g. using a laptop while viewing slides or the presenter) requires lots of body twisting.
Depending on length (and shape) of table(s), audience members at the extreme ends can feel isolated. Tables which are circular or square can mitigate this.
Small groups focused on discussion and making decisions where there’s no primary presenter and little reliance on slides.

U-Shaped Style Seating Setup

U-shaped style seating is a series of tables forming three sides of a square or rectangle, with seating arranged around the outside. In this arrangement, all seats face the middle of the “U” shape.

Clear sight lines (both audience-to-presenter and audience-to-audience) fosters large group discussions.
Presenter can walk into open space within the “U”; this creates a unique dynamic because they are “immersed” within the audience.
Tends to lead to very low density seating, and thus requires a larger room for the same size audience.
Audience members at the “bottom” of the “U” are seated a large distance from screen, leading to several bad results: [a] readability of slides or flip charts is reduced, [b] participants are more easily distracted, and [c] participants are more likely to lose focus.
Audience members in the “corners” can feel relatively isolated.
Training sessions which are designed to emphasize large group interactions, with less emphasis on slide content.

Banquet Style Seating Setup

Banquet style seating is when a number of tables are scattered throughout the room, with seating arranged entirely around each table. Tables are often circular, but can be other shapes as well.

Tables create focal points which promote small-group discussions.
Small group settings create feelings of inclusiveness, and counteract the isolated feeling or anonymity that individual participants may feel within a large group.
Many people are naturally facing away from screen, and must turn away from table to see slides or presenter.
Tables can promote side chatter among groups unrelated to event goals.
Table space can be limited, depending how many people are seated at each table. (i.e. there is less individual space compared to classroom, boardroom, or U-shaped style seating)
Moving to/from seats can be cumbersome, depending on overall room size and walking aisles.
Training sessions which are designed to emphasize small-group exercises, with less emphasis on slide content.

Cabaret Style Seating Setup

Cabaret style seating is when a number of tables are scattered throughout the room, with seating arranged only partly around each table. This avoids anyone sitting with their back to the front of the room where the speaker or screen are located.

Most people are facing screen and presenter with limited twisting.
Lower density compared with Banquet style seating. More tables and a larger room are required for the same number of people.
Training sessions which are designed to emphasize a balance between small-group exercises and slide content.

Chevron Style Seating Setup

Chevron style seating (or V-shaped seating) is when tables are arranged in a series of angular patterns relative to one another, with seating on one side so that every chair is oriented optimally to face the screen or speaker. In narrow rooms, tables might be arranged in true “V”-shapes (as shown in the diagram); in wider rooms, tables might be arranged with a central “wing” connecting the two ends of the “V”, like this: \_/ .

Everyone faces the screen and presenter, so nobody has to twist their chair. Note-taking or using a laptop is thus comfortable for everyone.
Many audience members are now able to make full or partial eye contact with each other, promoting group discussion.
Relatively high density (similar to Classroom seating).
Individual tables support small-group exercises.
While some large group discussion is supported, it isn’t ideal because some people are still looking at the backs of other people’s heads.
Training sessions which are designed to emphasize slide content, but also want to incorporate some small-group exercises and some large-group discussion.

What is the Best Seating Arrangement?

It depends! There’s no single seating arrangement that works best for all speakers and all settings. I have had productive sessions (both as the speaker and as an audience member) in all of the above arrangements, and I’ve also been in many rooms which were not set up properly to support the goals of the session.

A trainer who trained me several times usually adopts U-shaped style seating, because her courses rely heavily on large-group discussion, and she feels very comfortable sitting in the middle of the “U”.

On the other hand, I generally prefer chevron style seating for the courses that I teach, because I feel it offers the best blend of comfort and flexibility to support the slide content, large-group discussions, and small-group exercises which I design into my courses.

Tips for Optimizing the Room for Your Audience

Regardless of the seating arrangement that you choose for your event, be thoughtful and action-oriented when it comes to setting up your room for success. Every style above can be modified and enhanced to further support your goals.

Be proactive. Plan for success. The overall success of the presentation or training session reflects on you. Ask questions about what is possible. Think about the seating arrangement that will best support your format, and make it happen.
Show up early and roll up your sleeves. If the room isn’t set up as you requested (and if the furniture isn’t all bolted to the floor), then go ahead and move it. Several times, I’ve asked for chevron-style seating with tables, and discovered that the tables were stacked at the back of the room. Moving them was a small effort to invest in the success of the training session.
Pull the seats forward. When your audience is unnecessarily far away from you, it’s harder for them to hear you, harder for them to read your slides, and harder for you to connect with them. I have routinely moved all of the seats forward to improve this situation.
Eliminate unnecessary seats. Suppose you know that your audience is going to be 30 people, but the room is set up with 6 rows of 10 chairs each (=60 seats total). Most people tend to choose a seat toward the back. The result is that most of your audience will sit in the back half of the room. This reduces the overall energy in the group, and makes it harder for them to hear you and see you (and your slides). You have several options: [a] push the chairs/tables all the way back so they aren’t an option, [b] tip the chairs on the back rows forward to indicate they are blocked, or [c] “tape” them off.
Identify and solve sight line problems. Check the seats in the corners to make sure that someone sitting there can see [a] the screen, [b] you (even as you move around) and [c] any other equipment you’ll be using (e.g. flip charts, white boards, etc.). I recently delivered a training session in a long, narrow room which could only be set up in Boardroom style. The consequence was that most participants would not be able to see both the screen and the flip chart if I left them side by side. So, I decided to pull the flip chart to a central location when I needed it, and then push it away again to support focusing on slides.
Plan your movement with room constraints in mind. Remember that your body will block sight lines too. Map out where you can stand to avoid blocking your audience’s view of the screen, whiteboard, or flip chart.
Design your slides with room constraints in mind. If you know that the room will be set up in such a way that everyone past the front row can’t see the bottom 10% of your slides (which is the case in many rooms), then don’t place any useful information there.

Which seating arrangements do you prefer?

As a speaker or trainer, which seating style helps you achieve your goals?

As an audience member, which seating style is most conducive to your goals?

Have you ever been in a room which was set up in a way that contradicted the goals of the session?

Please share your thoughts in the comments.

Please share this...

This is one of many public speaking articles featured on Six Minutes . Subscribe to Six Minutes for free to receive future articles.

Add a Comment Cancel reply

E-Mail (hidden)

Subscribe - It's Free!



Follow Us

Find More Articles Tagged:

Yes – just yes! It always amazes me how many presenters just accept the room as it is when they walk in.

I’ve been known to turn the entire room around to get what I wanted. (Mind you, my team weren’t all that impressed by how hard they had to work 😉 )

Thanks, Simon. Good to hear that others are being proactive with the room setup too.

Recent Tweets

How to Optimize Room Setup for Training and Presentations @6Minutes #IndezineRecommends https://t.co/KG5y89F4LY… https://t.co/T8Xe4lB2wb — @BlogIndezine Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations @6Minutes #IndezineRecommends https://t.co/PShmLbjT2l… https://t.co/bSHv2cWQaa — Education PowerPoint (@EducationPPT) Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations @6Minutes #IndezineRecommends https://t.co/AaA5rbkYhj… https://t.co/qMxgrpWDVn — @CEPowerPoint Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations @6Minutes #IndezineRecommends https://t.co/w1EgtZVcbf… https://t.co/IrBRYZ6tuZ — Agentha (@AgenthaSite) Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations @6Minutes #IndezineRecommends https://t.co/77mtzWKcEh… https://t.co/xHrKpFKx6r — @ChristianPPT Jun 26th, 2018

“How to Optimize Room Setup for Training and Presentations” https://t.co/n1AVSUwlup #events #eventplanning — @HITConfGuy Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations https://t.co/3DRR5NQCXu by @6minutes — Presentation Guild (@presentguild) Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations https://t.co/GQTPFJCEig — @empoweredpres Jun 26th, 2018

How to Optimize Room Setup for Training and Presentations https://t.co/Y9f5JzSumJ by @6minutes — @yuthyia Jun 26th, 2018

How to Optimize Room Setup for #Training and #Presentations https://t.co/HREZ8R6QJi https://t.co/0flCiUYmCc — Rohit Chattopadhyay (@rohitchat23) Jul 25th, 2018

[ ]	[ ]	[ ]
[ ]	[ ]	[ ]
[ ]	[ ]	[ ]



Follow Six Minutes

Read our permissions policy , privacy policy , or disclosure policy .

Comments? Questions? Contact us .

Key room layout considerations

Here’s what you need to think about before you plan your event layout:

Headcount: Begin with the guest count or expected number of registrants. Figure out how many people you are trying to fit in your layout.
Safety and security: Once you’ve got an accurate headcount down, consider what safety features you’ll need. Things like wheelchair access and clear paths leading to emergency exit doors should come to mind.
Space dimensions: You’ll also need the measurements of the space or spaces within the venue. This might sound like common sense. But it’s tempting to just start planning right away. However once you create a meeting layout you love, you don’t want to suffer from having all your hopes and dreams crushed if you find out it’s not realistic later on.
Necessities: Then you’ll need to factor in event necessities like decor, furniture, and food. For example, will you be hosting a buffet style dinner? You might want to consider moving your buffet away from the dance floor for easier access.
Objectives: And finally, keep your event objectives in mind. Each event room layout has its own advantages and disadvantages. Know what you’re going for before diving in.

Diagram meeting rooms in minutes for better events

Get Started Free

Creative meeting room layout tips

Regardless of which event layout idea you choose from our options, keep these interesting variations in mind as you go. These simple tips can be applied to almost any layout you choose. Just because your arrangement options are limited it doesn’t mean your creativity has to be too.

Arrange your tables into unique shapes that resemble your company logo.
Highlight VIP guest seating with floor risers.
Visually divide spaces with a mix of table heights. Tall tables go near the bar or dance floor and short tables live around the lounge area.
Use interesting chairs set ups. Bean bags make for a hip and laid back environment whereas communal or family-style benches help guests mingle and connect.
Separate areas with lighting. Use eye-catching hues to draw or detract attention where needed.
Put attendees into groups. Whether it’s by shared interest or age, find ways to help people connect at your event through assigned seating or designated activity areas.

Now that you’ve got those creative event planning gears turning, it’s time to find out which layout is best for your next big event.

The Event Planners Guide to Modern Meeting Design

Meeting room diagram ideas

1. The Decision Maker

This type of gathering hosts more than two but less than ten participants. One of the biggest concerns organizers have with this kind of event is making sure everyone has an equal say. To help keep conversation flowing equally, choose a round table environment where everyone can be physically equal.

Choosing an event layout can be challenging because it’s such a key part of ensuring your event achieves its objectives. Click To Tweet

2. The Problem Solver

Slightly larger groups (between 10 and 15 participants) require a point person to keep things on track. For this layout you’ll need to designate a section that acts as the visual focal point of the room. That’s where you’ll seat your meeting facilitator whose job it is to make sure the agenda is completed in a timely manner.

3. The Hybrid

Interested in starting with a group discussion and then breaking out into smaller sub-groups? The hybrid layout is the best of both the decision maker and the problem solver. To begin, arrange your floor plan like the problem solver. You can include a separate area for smaller, round table discussions after the main lecture is over.

4. The Informational

If your event is centered around a larger group of people and something educational, you might have an informational layout on your hands. Diagram your space like a lecture with a group facing a stage. Seat panelists, guest lecturers, or presenters on the stage itself.

5. Cocktail

Hosting a social event? Keep the middle of your floor plan open but leave buffet tables and chairs around the perimeter. Guests will have the option to sit, but with a layout like this they’ll be more than tempted to mingle.

6. Pod Seating

Pod seating is great for small group discussions that require a leader or moderator. You can also use them during seminar breakout sessions to give your attendees some one-on-one time with presenters.

7. Clusters

Clusters are another layout that’s ideal for getting guests to mix and mingle. Use high top tables scattered throughout the space with or without chairs. Arrange the tables in such a way that they create a main path for traffic to flow through.

Circles are natural for human beings as they convey a sense of camaraderie and teamwork in a layout that emphasizes equality. Circle layouts are best for full attendee engagement on topics that might require vulnerability or otherwise more personal connection.

9. Semi-Circle

If you choose not to include tables at your event but need a little more breathing room than what the circle layout allows for, give this one a try. Semi-circle layouts are great for groups of roughly 10-40 people. Audience participation is encouraged but not required in this kind of setting.

10. Cafe Style

Small round tables surrounded by three to four seats are what’s commonly used for cafe style layouts. Arrange tables in casual rows so for a relaxed yet intimate atmosphere. Seated lunches during speaker presentations are very much encouraged in this layout.

Make the most of meeting space with accurate diagrams

Get Started Now

11. Hollow Square

Create a layout similar to a boardroom style floor plan with long rectangular tables forming a square in the center of the room. Similar to other interactive layouts like the decision maker or the circle, the square puts everyone on equal footing. This arrangement is ideal for professional discussions and group brainstorming.

12. Conference

A tried and true layout staple, the conference layout has even been featured in memorable Game of Thrones scenes. Multiple rectangular tables pushed together to create one long surface create a formal atmosphere and set the tone for decision making.

13. X-Formation

An X-shaped layout isn’t used everyday, but maybe it should be! This formation relies on four rectangular tables forming a (you guessed it) X-shape with the option to put a smaller round table at the focal point. If you don’t need a central focal point and want to make things a little more interesting, this might be the right layout for you.

14. U-Shape

This layout often looks like the hollow square but with one side missing. The space in the middle acts like a thrust stage, giving speakers a chance to walk around and connect with individuals around the table. Or it can help facilitate engagement between attendees.

15. Broken Horseshoe

Similar to the traditional U-shape or standard horseshoe layout, the broken horseshoe looks like the U-shape except for the fact that it has a detached desk at the opening of the arrangement that faces the rest of the group. Use this layout for smaller versions of meetings that don’t have the space for the boardroom layout or want to use a single facilitator at the head of the arrangement.

16. Theater

A favorite for corporate events or very large groups, theater layouts put the attention on the group (usually arranged in neat, evenly spaced rows) on to the front of the space. With or without a stage, this layout is great for presentations, lectures, and product demonstrations.

17. Banquet

Planning a seated meal? A banquet layout might be just what you need. How many people you arrange at each table depends on the table measurements. Remember to leave plenty of elbow room!

18. Imperial

The imperial layout is basically the broken horseshoe but with chair places on the inside and the outside of the shape, with head table still facing the rest of the group. Also great for meals, the Imperial makes cafeteria style dining more interesting.

Even if your event isn’t a fashion show, the runway layout is a dynamic arrangement ideal for performances of any kind. With or without tables, your audience will be included in the action without having to directly participate.

20. Classroom

Small rows of tables or chair arranged end-to-end facing a single direction might seem old school (pardon the pun) but this layout could be just what you need for your next big event. Make sure you give your attendees some kind of surface to write on if they plan to take notes. Staggered seating helps keep sightlines clear for those in the back.

Try the world’s most popular meeting diagramming

21. tiered classroom.

A hybrid of the classroom and theater layouts, the tiered classroom arrangement makes for a more focused experience than perhaps either of its counterparts. Moving the tables and/or chairs to face slightly more towards the center where the speaker or presenter is makes is easier for them to observe and interact with the group.

22. Triangle Classroom

The last in our school-inspired layouts, the triangle classroom keeps tables and chairs to a few seats but this time there’s a big walkway running down the middle towards the presenter. Some planners choose to arrange couches in this formation as it feels more college than kindergarten in nature. While attendees can participate they’re more likely to kick back in this layout.

23. Crescent

The crescent or half-moon layout is reminiscent of the banquet layout but with half the chairs missing at each table and on a much smaller scale. Great for meals, presentations, and break out sessions without guests ever having to get out of their seats.

As the name implies, lounge layouts prioritize relaxation over productivity. Usually comprised of low level seating, a lounge layout leaves enough room for couches, chairs, and standing areas alike. Use this layout for informal networking sessions or VIP sections that help guests catch a break from the main hustle and bustle.

25. Mixed Seating

While this can be casual like the lounge layout, a mixed seating layout has more to do with chairs and height than anything else. Use chairs at different levels throughout the space to designate chillout spots. Artistic and eye-catching furniture or quirky decor make this layout both fun and functional.

No matter which layout you choose, keep these points in mind when diagramming your next event:

Decide the level of formality your event requires to help narrow down options.
Choose whether or not you want attendees to connect emotionally, professionally, or both.
Let your event objectives have the last say in what layout you choose. Need people to mix and mingle? Open floor space, a variety of chair heights, and use of banquet tables are a great option. Need attendees to complete a project or task? Desks arranged in square or U-shaped formations help foster collaboration with or without a facilitator.

Make event layouts online

One way to streamline your event planning and save a ton of time is to use event layout software . With tools such as Social Tables you can create your layout and view it in 3D. When you create an event diagram, it’s such a helpful tool for simplifying event detailing for your team, customers, AV, and vendors. Plus, it makes it easy to keep track of all that furniture

One advantage of using Social Tables is that you can plan your event layout online with your clients. You can give them access to see the layout on their computer while you make edits to it on yours. That also makes is super simple to handle any last minute changes, say if another guest rsvps.

Our diagramming software also lets you swap your existing layout into a different floor plan effortlessly. Take a look at the image below to see the new feature in action.

Simply access this new Swap Floor Plan option from either the File menu or by right-clicking the desired floor plan from the left panel. You know better than anyone”last minute changes happen. Now, that doesn’t have to mean hours and hours of lost work.

Now that you know the types of event layouts, how to best use them, and how to bring them to life, you’re ready to move to the next stage in planning your event!

Events are all about helping people build relationships and have a good time. As long as you keep this in mind, you’ll always make the right decision when it comes to your event layout.

Bring successful meetings to life, no stress

Still need answers about meeting room layouts.

Meeting rooms should be set up according to their primary purpose, but some common rules you can apply are: – A way to present – A whiteboard – Sufficient table and chair space for attendees

There are truly countless options when it comes to styles for setting up meeting rooms. Board room table, tiered classroom, broken horseshoe, X-shaped, and Imperial are just a few.

Free Planner Tools
Event Seating Software
Event Check-In Software

Venue Tools

Event Diagramming Software
Interactive Floor Plans
Photo-Realistic 3D
Lead Capture Tools
Event Planning
Guides & Webinars
Customer Stories
Contact Sales: +1 (877) 973-2863
About Cvent
Cvent Community
Help & Support
Training & Certification
Status & Uptime
Terms of Service
Privacy Policy
Your Privacy Choices
+1 (877) 973-2863 - Option 1
[email protected]

7 Types of Meeting Room Layouts: Choosing the Right Setup for Your Needs

“ Choosing the right meeting room layout is crucial for productive and engaging meetings. This article explores the 7 most common types of meeting room setups, including boardroom style, classroom style, and U-shape, to help you find the perfect arrangement for your conference room or boardroom. ”

Nov 28, 2023

Meeting Rooms
Office Design
Productivity

7 Types of Meeting Room Layouts: Choosing the Right Setup for Your Needs

When it comes to hosting meetings, the layout of your conference room or boardroom can significantly impact the productivity and engagement of your attendees. Choosing the right meeting room setup is essential to create an environment that fosters collaboration, communication, and effective decision-making.

meeting room layouts conference room setup styles

In this article, we'll explore the 7 most common types of meeting room layouts and help you determine which setup is best suited for your needs.

1. Boardroom Style

The boardroom style layout is a classic choice for formal meetings, such as board meetings or executive discussions. This setup features a large, rectangular table with chairs arranged around all sides, allowing participants to face each other directly.

Encourages face-to-face interaction
Suitable for smaller groups
Ideal for presentations and discussions
May not be suitable for larger groups
Can feel hierarchical or intimidating

2. Classroom Style

The classroom style layout is reminiscent of a traditional school setting, with tables and chairs arranged in rows facing the front of the room. This setup is ideal for training sessions, seminars, or presentations where the focus is on the speaker or presenter.

Accommodates larger groups
Allows for easy note-taking and laptop use
Provides clear sightlines to the front of the room
Limited interaction between participants
May feel less engaging or collaborative

The U-shape layout arranges tables and chairs in a "U" formation, with the open end facing the front of the room. This setup is perfect for interactive meetings, workshops, or brainstorming sessions, as it allows participants to see and engage with each other easily.

Encourages participation and collaboration
Suitable for medium-sized groups
Requires a larger room to accommodate the layout

4. Hollow Square

The hollow square layout is similar to the boardroom style, but with a large, open space in the center of the table. This setup is ideal for meetings that require a mix of presentations and group discussions, as it allows for easy movement and interaction among participants.

Encourages collaboration and discussion
Provides ample space for presentations and demonstrations
Suitable for medium to large groups
May require a larger room to accommodate the layout
Can feel less intimate than other layouts

5. Banquet Style

The banquet style layout features round tables with chairs arranged around them, similar to a wedding reception or gala dinner. This setup is perfect for more informal meetings, networking events, or team-building activities.

Encourages casual conversation and networking
Allows for easy meal service
Suitable for larger groups
May not be suitable for formal meetings or presentations
Can be challenging to facilitate group discussions

6. Crescent Rounds

The crescent rounds layout is a variation of the banquet style, with tables arranged in a crescent or half-moon shape. This setup is ideal for meetings that require a mix of presentations and small group discussions, as it allows participants to easily see the front of the room while still engaging with their tablemates.

Encourages small group collaboration
Can be challenging to facilitate whole-group discussions

7. Flexible Layouts

Flexible layouts are designed to accommodate a variety of meeting styles and group sizes. These setups often feature modular furniture, such as movable tables and chairs, that can be easily rearranged to suit the needs of the meeting.

Adaptable to various meeting styles and group sizes
Encourages creativity and innovation
Allows for easy reconfiguration of the space
May require additional setup time
Can be more expensive than traditional layouts

When choosing the right meeting room etiquette for your needs, consider factors such as the purpose of the meeting, the number of attendees, and the desired level of interaction and collaboration. By selecting the appropriate layout, you can create an environment that promotes productivity, engagement, and effective communication among your team members.

Investing in flexible workspace solutions and office hoteling software can help you optimize your meeting spaces and ensure that your team has access to the right tools and resources for successful collaboration. By prioritizing the design and functionality of your meeting rooms, you can foster a culture of innovation, creativity, and teamwork within your organization.

You may also be interested in

19 essential microsoft teams integrations for a seamless hybrid work experience.

Elevate your hybrid work strategy with our curated list of top Microsoft Teams integrations. Empower your workforce with enhanced collaboration, productivity, and employee engagement.

By Isabella Hunter

The ultimate guide to receptionist software tools and tips to enhance your office.

Receptionist software and tools can transform your office operations. Learn how to select the right software and implement effective tips to enhance productivity, efficiency, and customer experience.

By Julian Everett

Unveiling new cisco meraki integration and product enhancements: meraki saml.

Introducing the latest Cisco Meraki updates, including seamless SAML integration, enhanced security features, and improved user experience for HR managers, IT leaders, and educational institutions.

By Ethan Montgomery

An Event Planner’s Guide to Engaging Room Layouts

engaging room layouts for event planners

LinkedIn icon
facebook icon

When planning an event or meeting, accommodating attendees in a venue engagingly can be challenging. Tired of the same standard and uninventive setups? While traditional layouts maximize room capacity, exploring new formats can breathe fresh life into your gatherings.

Whether aiming for enhanced learning, networking opportunities, a good performance experience, or interactive sessions like brainstorming or team-building exercises, the layout can make or break these goals.

Here are 19 engaging room layouts to accommodate attendees, what they actually mean, and how you can use them for your event. Don’t forget to use the checklist from this article to ensure a layout can work for your event.

7 traditional event seating layouts, 12 creative & interesting room layout alternatives, how to choose the best event room layouts, embrace an engaging room layout today.

These are the standard room setups often detailed by the venues. This helps give an idea of the capacity for each seating arrangement.

1. Theater Style

All chairs are set up in tiered straight rows, facing a central point, such as a staging area. There is generally an aisle in the middle to allow attendees to reach their seats. Theater style is one of the most common and traditional layouts. The best option when you are trying to fit as many attendees into a space as possible.

The theater-style seating arrangement is commonly used for conferences, where a dense mass of people need to be seated, and for events that require a large stage or presentation area.

It can hinder interaction as you are limited to talking to the people immediately around you. Attendees tend to spread out too and leave unsightly gaps and empty chairs which people are blocked from filling.

Common Uses : Conferences , presentations, annual meetings, product launches, displays, lectures, performances

2. Classroom Style

This layout introduces square or rectangular tables and therefore immediately requires more space as attendees sit on chairs in rows behind the tables facing the central presentation area.

The classroom-style seating layout is useful for events that require note-taking, tests, and if access to equipment, refreshments, and food is needed.

Common Uses : Ideal for note-taking, medium-sized conferences, longer events, training, tests, use of computers and tablet devices, access to water

cabaret (half moon - crescent) room layout

Using semi-circular banqueting tables, attendees are seated around the tables. Often, half-moon seating arrangements are used instead of rounds. The tables are staggered around a stage or presentation area.

In a conference setting the chairs at the head of the table may be removed (to form a half-moon or crescent setup) so that no one has their back to the activity and chairs may be angled towards the front.

The downside is that you waste around 60% of table space as no one sits on the opposite side. This half-moon table setup is particularly useful for events that have both meals and performances or require group work and want to encourage networking.

Common Uses : Meals with presentations or performances e.g. award evenings, luncheons, workshops, conferences

Introducing the seating all the way around tables, this layout is useful for dinner-based events or those that don’t require attendees to be focused on a central point in the room and can allow more efficient table positioning.

The banquet layout design allows you to use more of the space to fit attendees as tables are used to maximum capacity.

While it is conducive to networking on the table, it makes it difficult to interact with other tables. It can tend to silo attendees into groups and cliques which can also be one of its main benefits if you are aiming for people to get to know each other.

Common Uses : Weddings, evening events, sit-down meals, entertainment, or music-based stage events that don’t require attendees to constantly focus their attention or turn around.

5. Boardroom

Tables are turned inwards to create a hollow square or rectangle with participants all seated at the tables facing the middle to allow interaction and discussion. With larger numbers or depending on the room, the boardroom layout may be hollow in the middle.

This event table layout is popular for meetings and small breakout sessions and to encourage participation, brainstorming, and discussion. It can take up a lot of room and if there are too many participants it can have the opposite effect, making it difficult for delegates to interact.

Common Uses : Meetings, conference breakout sessions, smaller sessions, brainstorming

This is essentially boardroom style but with one end table removed to accommodate a facilitator or session leader and the ability to see the stage or front/head of the table.

The U-shape layout helps to allow discussion but is facilitated in a more structured way. Thus, it can accommodate more than a traditional boardroom layout, especially if the interaction is predominantly between a leader and the attendees.

Common Uses : Suitable for interactive sessions such as smaller conferences and meetings, debates, workshops, training sessions

7. Cocktail Seating Arrangement

cocktail - reception - buffet arrangement

If you aim to maximize capacity and encourage people to network freely, consider a reception or buffet-style setup. This typically includes long tables along the room’s perimeter offering food and refreshments.

The remaining space is left open, often with high-top tables for standing, resting, and mingling. Minimizing chairs is recommended to facilitate movement and networking opportunities.

Common Uses : Short events, networking events, drink receptions, social events

Room layouts don’t have to adhere to the same conventional arrangements we often encounter. If you’re seeking to inject creativity into your meeting design, consider how these setups could make a greater impact.

8. Clustering

Cluster-style seating is less formal than banquet style. It features smaller cocktail or high-top tables where attendees can freely stand, sit, mingle, and network. The size of tables and seating can vary based on room size and the number of delegates being accommodated.

Best Uses : Performances, networking events, cocktail evenings, group discussions

9. Herringbone Setup

The V-shape or chevron-style seating layout can be used with or without tables to blend elements of classroom and theater setups. Attendees sit staggered and at angles toward a central stage, promoting better views and facilitating easier discussions compared to traditional layouts.

However, this herringbone design occupies more venue space due to the central void. It also enhances the stage presence for presentations and allows facilitators to walk around different groups more effectively during workshops.

Best Uses : Workshops, conferences, interactive meetings, product launches, performances, training sessions.

10. Horseshoe Layout

horseshoe style chair arrangement for meeting

Although similar to U-shape layouts, a true horseshoe layout removes the tables and has a seating-only approach that allows a facilitator up front to work closely with attendees.

It also means that interaction, activities, and discussion can flow more freely. For example at corporate retreats or brainstorming sessions to create a relaxed and more informal environment.

Best Uses : Corporate retreats, training, workshops, brainstorming sessions.

11. Open Space

For full engagement, an open space or circle layout forces attendees to network and be completely open. It involves minimal furniture that could be chairs in a large circle or no furniture at all and the attendees standing.

Open space layout is particularly useful for workshops or team building because of the lack of barriers but doesn’t suit anything that requires a presentation. It needs a strong leader or facilitator to keep things moving successfully. This event room layout allows for everyone to be part of a larger conversation and get involved or separate off into groups.

Best Uses : Team building, networking, workshops and training

12. Imperial Event Layout

Looking to maximize space but need sit-down meals or table space? The imperial set-up involves long rectangular tables placed end to end with attendees sitting on either side of the table. This bench layout can save a lot more space than round tables and encourage conversations across the table and with the people on either side.

Best Uses: Receptions, events serving food, networking, group activities requiring table space, presentations, weddings

As the name suggests, a runway seating arrangement involves a longer presentation or staging area with guests sitting on either side. Although commonly used for fashion shows, it can be a dynamic layout for product launches, performances, and presentations to gain more interaction from attendees.

This setup allows for reaching more participants, especially when multiple presenters are on stage simultaneously. Plus, this style can be adapted with or without tables.

Best Uses: Fashion shows, presentations, product launches, displays

14. X-Formation

Placing tables in the shape of an X and seating attendees around the outside can allow for more interaction throughout the room when a central stage isn’t needed.

Placing a circular table in the middle can create a decorative or practical area for food, stationary, or equipment that can help facilitate the event. And the tables themselves allow for note-taking and refreshments for longer events.

Best Uses: Weddings, conferences, meetings, large brainstorming sessions, longer events

15. Semicircle

A semi-circle chair setup can help everyone see better and make it easier for the facilitator to access and interact. It offers a more inviting and flexible atmosphere compared to traditional theater style or herringbone layouts.

Although it requires more space and may not be the most space-efficient arrangement, it can accommodate a large number of attendees and fosters open discussion. This semicircle layout also supports low or floor-level presentation areas, simplifies attendee access for demonstrations, and encourages active participation.

Best Uses: Conferences, training, meetings, presentations

16. Pods Seating Arrangement

The cafe-style room setup involves creating paired rectangular tables to accommodate more attendees for discussions, team-building, or corporate retreats. This pod seating arrangement promotes interaction among participants while taking input from the facilitator.

Best Uses : Networking sessions, team-building, group sessions, world cafe format

17. Walking

You could opt to break convention completely and go mobile by having a walking format for a specific task. Facilitators can walk and talk to attendees and walking and talking lends itself to discussions in pairs or small groups.

No chair setup avoids sitting for long periods of time and can help to encourage creativity and take in some fresh air. Perhaps you can incorporate this change of scene into the event, for example, a walking session to an outdoor reception area for a short performance or presentation.

Best Uses : Tours, meetings, small sessions, corporate retreats, brainstorming, discussions, problem-solving

18. Mixed Seating Arrangement

mixed seating arrangement - best for corporate retreats

Not every attendee works in the same way and opting for a mix of different seatings can be an interesting way of allowing everyone to pick what suits them. From normal chairs and bar stools to bean bags and floor cushions, a multi-height seating arrangement caters to diverse attendee preferences.

Placing the lowest seating at the front accommodates a stage or presentation area effectively, addressing viewing issues typical of theater-style setups. Clustering different seating types together also promotes networking and interaction as needed for the event.

Best Uses : Presentations, conferences, annual meetings, corporate retreats, performances, small group work

Opting for low-level seating such as chairs, sofas, cushions, and beanbags allows more of a relaxed and informal environment, particularly suitable for networking or informal presentations that don’t require much audience interaction.

The comfort can allow for longer seating periods and with a higher stage level can make it easy for everyone to see. It will require more space and can give a VIP feel. You can also potentially include some low-level coffee tables for drinks and refreshments.

Best Uses: Showcases, presentations, relaxed events, performances, VIP seating

Now that we have listed the creative event setup ideas, let’s explore how you can select the best layout arrangements for your event.

When deciding on the best room layout and seating arrangements there are a number of factors to take into consideration.

1. What Are The Attendee Numbers?

The attendee numbers will have a big impact on the final venue layout chosen. Some options just might not be workable for the numbers you have attending (or expect to attend) as you want to ensure that everyone can find a seat and be accommodated within the room.

A layout is not workable if the room becomes overcrowded with bad sightlines, no wheelchair access, and is too cramped or far from the speaker. Smaller numbers often offer greater flexibility in terms of seating arrangements.

Also, consider if there may be walk-ups to the event. If you are likely to have an influx of attendees who haven’t pre-registered it is ideal to have a layout that accommodates additional seating quickly and efficiently, rather than turning away last-minute participants.

2. What Space is Available?

The room dimensions will also determine whether a specific event setup is possible or not. Venues often provide valuable guidance and may offer layout plans and capacity details for various setups.

However, venue capacity estimates can be based on wishful thinking rather than practical usage. If in doubt, request the room to be set up as needed and verify the event space layout yourself to ensure it comfortably accommodates your guests.

If facing capacity challenges but don’t want to compromise on the layout of the space, consider inventive and creative solutions such as splitting participants into two sessions, leveraging live streaming and remote conferencing, or creating a 2-day event or repeating it at a later date if the popularity is there.

Download our event planning venue checklist .

3. Event Objectives and Priorities

What are the objectives for your event, or for this specific room/element of the event? Within each area think about whether it is all about learning from the speaker, interacting with other attendees, or simply recharging in a quiet area.

You need to decide the most important factors for your event and what this means for your attendees to determine the best use of each space. Do you need engagement and networking over capacity or are you looking for comfort and stage view over interaction? Answering these questions can help narrow down layout possibilities to decide what you want.

4. What Are the Practicalities?

What are the practicalities of the venue and your event design that you need to take into account?

For example, where will food and refreshments be served? Do you expect any lines and if so how can people queue comfortably? Where will people eat and do they need to be seated or is it a finger or fork buffet designed to encourage mingling?

If you want to keep capacity and minimize disruption, ensure you hire a venue with a separate area to serve refreshments and keep the main space for the event itself.

Are there any fixtures and fittings that you should be aware of? Some venues have fixed bars or heavy furniture that cannot be moved. Likewise, is access needed to storerooms, fire escapes, and shortcuts?

5. Event Decor and Furniture

Talk to your venue to find out if they have a choice of furniture available and included in the venue hire or if you need to rent additional chairs, tables, linens, or sofas, as rental costs can accumulate quickly.

Be sure to inquire about the quantity and variety of furniture available. Consider the aesthetics and compatibility of different types, including their sizes and heights, to ensure they complement each other seamlessly.

Also, consider the look and feel of the room and the decor. A darker setting may not be ideal for networking but could be well-suited for performances and speaker presentations.

6. Do You Need a Stage?

Stages can take up a lot of space, especially if room is tight. Raising up the speaker, even just slightly onto a low platform, can improve visibility from the back of the room. Or, bring the facilitator down to the attendee level to create a more intimate feel.

What is the stage being used for? If you are planning a panel discussion and want to have furniture such as tables and chairs for the panel members this will increase the stage area required.

7. Event Activities

If you have planned activities at any point during your event, consider the space and layout available.

Ensure speakers are well briefed so they can prepare accordingly. Avoid last-minute room layout changes during the event hours, as these can be disruptive unless you have ample time, staff, and storage areas available.

For example, a theater-style or auditorium layout may not be suitable if you plan to incorporate group work, participant movement, or a chair-free team-building space.

8. Health and Safety Considerations

Adhering to health and safety guidelines is paramount to ensure a safe environment and swift evacuation in emergencies. You need to liaise with your event venue regarding capacity limits, emergency exit routes, and any special requirements.

Ensure your layout design doesn’t obstruct walkways, exits, refuge points, muster points, or emergency assembly areas. Some venues, especially older buildings or those with high-level structures, may have specific capacity restrictions. Don’t forget to factor in these restrictions for safety compliance.

Selecting the right event layout will enhance and transform the event experience. While traditional room setups are often chosen for their simplicity, space efficiency, and cost-effectiveness, exploring alternative seating arrangements can make your event the talk of the town.

If attendee numbers and the venue allow flexibility, these creative room layouts can create a more memorable experience. Discuss your vision with the venue. They may propose innovative seating solutions to enhance participant interaction, boost learning opportunities, and improve overall engagement.

Want more insightful tips for planning successful events? Subscribe to the Skift Meetings newsletter for regular updates and share your thoughts with us!

Updated 1st of August 2024

Woman in gray turtleneck sweater and gray blazer

Comfortable, No-Hassle Attire: Planners’ New Wardrobe

Hyatt’s New Customer-Centric Approach to Meetings

Four bottles of whiskey with corresponding tumblers and a blue sign with the words "Whiskey Reverie"

Sotheby’s and Marriott Partner to Auction Off Exclusive Travel Experiences

Hotel Strikes Impacting Conferences in Hawaii

Bills and coins on a table next to a red purse and a plant

Hotel Fees Planners Hate the Most

Venue Management Software
Event Management Software
Event Floorplan Software
GET STARTED
Sales - 877-266-3885
Email Sales Rep
Testimonials

Planning Pod Blog

Fresh insights and best practices for event professionals.

Event setup and layout best practices from Planning Pod

Event Layouts and Room Setups – A Comprehensive Guide

by Jeff Kear | Nov 20, 2019 | Uncategorized

Say you are preparing for a meeting, or a conference, or a class, or a banquet, or a wedding, and you want to optimize the venue or space you are using so that the seating and tables are set up for the best attendee experience.

What type of layout or setup would you choose?

To be honest, determining the best event layouts or event setups isn’t rocket science, as there are basically 10-15 basic event layout designs that you can choose from that will fit the bill for 99% of the events that are produced (and we will discuss these in depth in this article).

However, you do need to consider a few key criteria so that you can more easily identify which of these standard event room setups will best apply to each of your events.

3 Key Criteria When Determining the Optimal Event Setup

Align the setup with your objectives and activities.

Every event has a unique set of objectives when it comes to what you are trying to accomplish. For example, conferences and meetings usually focus on networking and professional development. Galas, banquets and weddings focus on dining and guest interactions. Classes and seminars focus on education. And concerts and plays focus on the performances themselves.

Whatever the type of event, you should first identify the objectives you have for your attendees and the activities that they will be participating in, which can include:

Catered food service like sit-down plated meals or buffet dining
Cocktail receptions and happy hours
Keynote speakers or panel sessions
Lounges or quiet areas
Musical performances or DJs
Open networking
Team building or breakout groups
Video presentations or movie screenings

Once you have decided on your event objectives and activities, you should consider what the intended attendee experience should be like and, in turn, how that will be expressed through your event setup. Do you want an open, airy feeling about your event? Do you want attendees to walk through your event in a specific route or follow a sequence of steps (seeing A then B then C)? Do you want your event setup to be more modular where certain areas are devoted to certain activities? These are the things to ask yourself upfront to optimize your attendee engagement before you move forward with deciding on the proper event space design.

Maximize use of space

Every event planner and professional wants to get the most value out of the event venue rooms and spaces they rent, and as such your event room setup should also make the most of every square foot with regard to your overall event objectives.

In addition, general managers, catering managers and group/event sales managers at restaurants, hotels, banquet halls and other event centers also want to optimize their space usage in order to maximize how many events they can book over a given time period.

The first step in doing this is to consider what kind of and how many chairs and tables you will require as well as other items like stages, podiums, dance floors, food and drink stations, buffet setups, tents, audio visual elements (microphones, loudspeakers, video screens, etc.) and band/DJ setups. Hint: Knowing your estimated headcount is of critical importance at this stage.

Also, the seating arrangements and seat positionings that best align with your event objectives should also be a major factor when looking at your desired event layout diagram. So if a primary event activity includes a keynote speaker or performer, then your seats need to be directed toward the front of the event. However, if your focus is more on networking or brainstorming, your event seating chart should facilitate attendee interactions (say with guests seated at tables or in small groups facing each other).

Look here for more best practices for event layout and design .

Consider the needs of your team, clients, vendors and setup crew

We have said before on this blog that events don’t plan themselves, and this certainly applies when identifying the ideal event setup.

As such, it’s always a good practice at this stage to consult and collaborate with other stakeholders and key decision makers for your event, which can include your staff, clients, contractors, A/V personnel, volunteers and setup team. These people should be on board with your decisions regarding the event setup and be able to easily visualize the layout and the flow of the event.

To assist this collaborative process, you would be wise to develop an event floor plan diagram ahead of time that reflects the type of setup you have selected. These event diagrams should ideally be to-scale and include all elements (tables, chairs, furniture, etc.) that you are considering. There are several cloud-based event layout software tools available that can automate the process of creating these event space designs and ensure you are using the proper dimensions for your diagrams. (And here is a list of the top event design tools on the market.)

With all this said, here are the most popular event setups used by event professionals and planners.

Top 10 Event Layouts for Seating and Table Plans

Banquet setup.

Ideal for: dinners, luncheons, banquets, galas, fundraisers, weddings, presentations, entertainment, workshops, award or recognition ceremonies

This event setup is one of the most heavily relied on primarily because it maximizes your space for seated dining at catered events, whether they be a plated meals or buffet-style dinners.

Traditional Banquet w/ Round Tables

The traditional banquet seating layout has chairs placed all around the circumference of round tables (5’ or 6’ in diameter) to maximize space usage. However, this would require some guests with their back to the stage/podium/presenter to turn their chairs around after the meal is completed.

Wedding setups and reception room setups often follow this round banquet style, but you will also find business events and fundraising galas use this setup because it works great for both dining and presentation or entertainment activities.

Alternative: Cabaret

The cabaret room setup – also called crescent rounds setup – differs from the round table banquet layout by placing chairs in a semicircle around the half of the table facing the stage/podium/presenter. Although this doubles the number of tables you will need, it ensures that all guests can easily view the front of the event without having to turn their chairs. As such, it makes for a great wedding table setup or meeting table setup.

Family-Style Banquet w/ Rectangular Tables

A variation of this entails substituting round tables for long banquet tables (8’ x 2.5’ or 6’ x 2.5’ tables), lining these tables up end-to-end and placing chairs along the long sides. This is often called family-style banquet seating and encourages more interaction among guests.

Cocktail Setup

Ideal for: pre-event cocktail hours, social events, networking, tastings, heavy-appetizer events

If your event is shorter in duration, has minimal presentations or entertainment planned, or is intended to encourage attendee interaction, the cocktail event setup may be a good choice.

This is a very flexible event room setup that maximizes how many people can comfortably fit into your space, and it often includes high-top tables with stools, buffet setups for pre-made cocktails and appetizers, drink stations and seating on the periphery.

Lounge Setup

Ideal for: more relaxed networking, social events, networking, relaxation or break areas, cocktail hours, tastings

If you want attendees to really let down their hair and relax, a lounge setup is a great option for encouraging guests to get comfortable for an hour or two and engage in informal conversations over cocktails or coffee.

Great as a stand-alone event setup for networking events or cocktail hours, the lounge setup also functions well as a secondary area within your event space to allow guests to take a break from your primary activities, especially if those activities involve longer periods of sitting, active listening or learning.

Classroom Setup

Ideal for: classes or courses, seminars, workshops, training, smaller conferences or meetings, presentations, events with computer usage or note-taking

The classroom style room setup is one of the more popular meeting room setups because it allows seated attendees to face the front; gives them tables on which to take notes or use computers; and lets attendees interact in small groups with tablemates.

As such, it is a favored layout among hotels and corporate event centers for setting up for small conferences, seminars, training and test-taking, and it is also probably the most popular workshop room setup for educators as well as a frequently used lecture style room setup.

Alternative: Classroom Chevron

The chevron meeting room setup differs from the classroom style only in the fact that the tables are slanted slightly so attendees are more focused on a central point at the front of the room. This makes the space a bit more intimate and allows attendees to more easily see one another.

Breakout Setup

Ideal for: small group activity, speed networking or dating, classes, team building, brainstorming, training, workshops

For starters, this event setup goes by lots of names, including breakout, cluster or pod style setup. However, the idea and intent for each are the same: to space out tables or pods throughout your event space so small groups or teams can sit or cluster around the tables and collaborate, brainstorm and share ideas freely.

The type of seating and table plan you choose for this layout type really depends on how active or focused you want your participants to be. For instance, if you want attendees to rotate tables or change out group members frequently, you may want to opt for high-top tables with stools or even no seating to facilitate lots of movement.

Conversely, if you want attendees to stay with the same group and be able to focus intently for a longer period of time, small square tables or round tables with chairs may be a better option.

Runway Setup

Ideal for: fashion shows, speaking engagements, promotional events, fundraisers (with auctions), performances, concerts, award and recognition ceremonies

This may be the most self-explanatory event room setup included here, as it entails a long and often wide aisle for models, speakers, performers or emcees to walk down and amble around while the audience focuses on them. Attendees are seated either in a single row behind tables or in tiered rows on risers that run parallel to the aisle to afford a close-up view of the action walking by you.

Note that the aisle width will determine how much space you have left over for seating, so make sure the room you select is wide enough to accommodate your expected headcount.

Auditorium Setup

Ideal for: performances, concerts, keynote speakers, presentations, training, galas, conferences, conventions, meetings, seminars, promotional events, trade shows, award and recognition ceremonies

If you’re planning an event where you need to pack em’ in and maximize every square foot/meter of space, the auditorium or theatre style room setup is definitely your best option.

This event setup includes many parallel rows of chairs (with rows at least 2 feet apart from each other and chairs at least 3 inches apart from each other) all facing a stage, dias or central point at the front and aisles that run perpendicular to the chair rows to allow for easy ingress/egress to and from seats.

If you offer different activities (like dining or networking) or need to incorporate a trade show design along with a centralized mass meeting area, you can incorporate a theater setup into your event if you have the space (which is what most larger conference style setups do).

Alternative: Auditorium Chevron

Similar in design to the classroom chevron setup, this also employs angling the chair rows toward a center focal point at the front, making the setting a bit more intimate and allowing attendees to see each other better. For more participatory mass events, the theater chevron setup – also called herringbone setup – would work well.

Boardroom Setup

Ideal for: small meetings or conferences, board of directors meetings, breakouts, committees, small presentations, small classes, working lunches

Finally we will look at some of the more popular smaller meeting room layout designs, and probably the most common is the boardroom or conference room setup.

This can consist of one large table in the middle of the room or, if more participants will be involved, arranging four large square or rectangular tables together. Chairs are arranged around the perimeter of the table(s), encouraging interaction and conversation, with potentially a leader or speaker in front of a whiteboard or screen.

The large table also makes the boardroom style room setup perfect for dining if attendees need to eat lunch between sessions or take coffee breaks.

Hollow Square Setup

Ideal for: small meetings or conferences,, breakouts, committees, small presentations, small classes, working lunches

Very similar to the boardroom meeting design, the hollow square room setup typically allows for more people to be seated around the perimeter and for one or more speakers or presenters in the middle to serve as a focal point.

This event layout plan also encourages participation (and is conducive to lunch-type dining) while opening up the space a bit so attendees don’t feel cramped.

U-Shape Setup

Ideal for: small meetings or conferences, training, breakouts, workshops, small presentations, small classes

This smaller meeting room setup is a great choice if you want your attendees focused on a speaker or presentation at the front of the room while still making the space amenable for discussion and participation.

The U-shaped meeting room setup can include chairs around the outside perimeter of the U or, if you need to fit more people in the room, around the entire circumference of the U (this is sometimes called the imperial setup).

If you choose the latter, just keep in mind that, like the banquet room setup, half your attendees will need to turn their chairs around to face the front when necessary, so you may not want to use this setup if you have lots of presentations planned.

Bonus: Chair-Only Setups

Ideal for: brainstorming, networking, training, workshops, retreats, team building, seminars, focus groups

If you want to remove physical barriers between your attendees so they can communicate face-to-face and unimpeded, a seating layout without tables or other furniture is a great idea.

These chair-only event setups can include the following:

Circle setups – Chairs placed facing each other in a full circle with possibly one or a few chairs in the middle for group leaders/presenters.
Semicircle setups – Chairs placed facing each other in a half circle with one or a few chairs on the open side of the semicircle for group leaders/presenters.
Horseshoe setups – Similar to a semicircle (with an open end and chairs in open area for group leaders/presenters) but with chairs placed in a U-shape so more people can be seated.

Hopefully you have a clearer picture now of the top event layouts and how you can apply them to your events for the best attendee experience. (And if you need additional information besides what is provided in this post, try this article on event layouts and this post on meeting room layouts .)

Most Recent Posts

From pain points to profit: A blueprint for event business improvement and growth
Starting an event planning business: Your guide to turning a passion for planning into profit
Onboarding event customers for success: Building trust in the event industry
Cultivating raving fans through a seamless customer experience for events
Event insurance made easy: A comprehensive guide to different types of coverage

Excellent review of possibilities

Thanks ! I was trying to find out the best layout for 4 rows of 10 chairs so everybody could see the stage but I learned a lot thanks to you :) Good day ! Stan

Excellent blog; thanks for sharing this event lay out and room set up comprehensive guide. I enjoyed reading it.

i need more to know about the set up

Be great to know how much room you need to back chair up to stand up room for service cart and another chair.

Submit a Comment Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Submit Comment

Meeting Room Layouts: How to choose the best setup for your meeting

30th January 2020

Published in

Landmark Updates

Manchester City Centre Meeting Room 1 720x480

There are several things that can make or break a meeting. Having your presentation rehearsed and ensuring attendees engage with the topics being discussed are arguably the most important factors, but the layout of the room is actually just as important. If your audience is seated in the right way, they will find it easier to meet the objectives of the meeting and won’t be left feeling uncomfortable or disengaged.

Choosing a suitable meeting room layout depends on the type of meeting you’ll be hosting and what you want attendees to take away from it. Is it an in-depth training session that will cover the entire day, or a quick assembly to point out a few company changes? Each style lends itself well to different purposes, which is why we offer a range of room styles here at Landmark. To help you understand the different seating plans available, we’ve put together this guide.

Boardroom Layout

What is a boardroom-style meeting room.

Much like Alan Sugar’s office in The Apprentice, the boardroom layout consists of one large table that everyone sits around. The shape of the table doesn’t necessarily matter, but it’s usually either rectangular or oval. This can either be used when there is one authoritative person making an announcement, or if you want to encourage a discussion between attendees.

When is a boardroom setup suitable?

For meetings of around 10 to 20 people, boardroom layouts are ideal. You don’t want to have too many attendees involved, especially if there is a level of discussion required, as it could get very noisy very quickly. This is also a good choice if you’re making an announcement, as it keeps attention on you before naturally leading to a dialogue or Q&A session.

Round Table Layout

What is a round table meeting room.

Also known as a banquet, dinner, or even dinner-dance layout, round table meeting rooms consist of circular tables surrounded by chairs. These can typically seat between eight and ten guests per table, which allows them to communicate as a group. As each chair faces in, there isn’t usually a ‘head’ of the group and full attendee engagement is encouraged on topics that might require vulnerability or personal connection.

When is a round table setup suitable?

This layout is ideal if you’re planning a meal for your attendees, as it gives them the space required to sit and eat while talking amongst themselves. With everyone facing each other on their own tables, it naturally instils a clique mentality, making the layout great for networking sessions where people mingle in small groups around different tables. This is also a good layout to encourage some friendly competition between the groups. Circle layouts can include a single table, seating around 8 guests, or you can choose to have several tables within a room to make space for others.

Cabaret Layout

What is a cabaret-style meeting room.

This style looks a little like the round table layout, except there aren’t chairs on one side of each table. All the tables will be set out in this way in order to point towards the focus, much like at a cabaret theatre. This kind of table layout is also known as half-rounds.

When is a cabaret setup suitable?

With or without a stage, cabaret layouts are great for presentations, lectures, and product demos, and usually reserved for congregations of 25 or more people. The setup allows you to draw focus to a presentation or speech, but also facilitates discussion between attendees should it be required. Having the chairs clustered around one side of the table also makes it easy for delegates to make notes without being hampered by uncomfortable seating arrangements. This layout is also perfectly suited to award ceremonies, where you might also serve food and refreshments.

Theatre Layout

What is a theatre-style meeting room.

This seating arrangement features rows of chairs facing the front area of the room where a stage would be. Aisles are cleared in the middle of the room, along with space on the sides to ensure everyone has easy access to and from their seats. As this meeting room layout is not usually tiered, attendees sitting towards the front will have a better view than those at the back. Depending on the size of the room, you may require a microphone and PA system to allow those at the back of the room to be able to hear what the speaker has to say. In some cases, you may choose to have a screen at the front to accompany your presentation.

When is a theatre setup suitable?

Theatre setups are ideal for meetings where presentations, product demos or announcements need to be delivered to a large number of attendees. This layout style does not allow for much note-taking as users don’t have much to rest on other than their laps, while it’s also difficult to facilitate any kind of discussion between attendees, as everyone will be facing the same way in rows. However, theatre layouts do allow for efficient question and answer sessions between speakers and attendees.

Booking a Landmark meeting room

Here at Landmark, we offer premium rates on all of our meeting and conference rooms . We offer all four of the above layout styles. Just let us know what type of meeting you’re planning, and our expert team will have everything set up before you arrive.

We can also provide notepads and pencils for your guests, as well as still or sparkling water. Let our team know if your meeting is scheduled to start early in the morning, and we can even provide breakfast for your attendees. For events that will last the day, we offer lunch and snacks from a full menu. Get in touch to book your meeting room today.

6 Things to Expect on Your First Day at a Landmark Flexible Workspace

8th March 2024

International Women’s Day: Empowering women in business in Landmark Space

Which product are you interested in?

Private Office Space
Coworking Spaces
Day Offices
Virtual Offices
Meeting Rooms
General Enquiry

For all enquiries call: 020 3440 5000

For General Enquiry call 020 3440 5000

Or leave us your details and a member of our team will get in touch with you.

" * " indicates required fields

Make an enquiry

Leave us your details and a member of our team will get in touch with you, or call us 020 3440 5000 . Meeting rooms, day offices and coworking day passes are available to book now on our online booking platform.

Projects Submit your Project
Brands Showcase your Products
Directory Be a part of Community
Professionals
Resources .STUDIO: Design automation tool
Shortlist partners for your next project
Research: Design 2023
Get in touch Contact us
INTERNATIONAL
NORTH AMERICA

Project Lookbooks

Conference Room Designs: 10 Impactful Examples

Article description.

A conference room is a crucial space within any organisation, where meetings and discussions take place, ideas are presented, opinions are shared, and decisions are made. It serves as a gathering place for employees and decision-makers to discuss projects, align towards achieving the company’s vision and meet goals. These rooms are versatile and can be arranged formally or informally, depending on the purpose of the gathering. The seating arrangement can range from small discussions to large hall-style events, with different options like U-shape, boardroom-style, cinema-style, classroom-style, banquet-style, or even open layouts.

The key factors that contribute to a modern conference room include the interior theme and decor, the number of participants, furniture arrangement, audio-visual devices for presentations and video calls, and the incorporation of adequate lighting. Despite these essential elements, there are various ways to envision a conference space. Designers can play with the interior elements, lighting, and design to fine-tune and chisel out the perfect conference room for your office.

Let’s explore 10 impactful examples of conference room designs:

Sprinklr Dubai HQ , Dubai by ROAR

Photography credits: Chris Goldstraw Photography

A dynamic workplace infused with a rich blend of the brand’s colours – terracotta, muted blue, saturated green and grey. Sewn with tactile materials such as tiles and felt, and fostering a conducive work environment with functional aesthetics, this office strikes the perfect balance between creative expression and pragmatic design.

The office building integrates several conference zones, ranging from six-seater rooms to a 40+ seater hall. Each room has a unique hue and vibrance. One six-seater room has a feature wall in shades of orange, while another has a feature wall in cool blue shades that capture the Dubai city skyline. The large hall has a whitish-blue ambience and is surrounded by glass frames, making it perfect for team meetings or presentations.

Echo Investment Office , Warsaw by MIXD

Photography credits: Pion Studio

Inspired by the acclaimed movie “Inception” directed by Christopher Nolan, the office echoes characteristics from the movie, from artefacts to interior decor made with great attention to detail. Aimed to fascinate the development industry, the investor ideates dream levels from the movie along with elements from the demolition of the former brewery, etching a renewed reality with muted and elegant warm tones achieved using wood, ceramics, metal, fabrics, and leather.

The conference rooms carry the thread of ‘Inception’, with surprising, non-existent things lurching within the meeting zones. The interiors interlace a hazel-brown thematic aura and a courteous spatial charm – spiced to take on any discussion. From six-seater rooms to 12-seater glazed chambers, the conference spaces are enriched with soft ambient lights, round tables, long desks, and caster chairs, along with wooden console units, mirrors, and dynamic carpets.

Direct Office, Prague by CAPEXUS

Photography credits: Studio Flusser

These office spaces look more like a cafe or a home office, defining a stylish six-floored building exclusively designed for Direct teams to collaborate and work. It is an environment-friendly hub, with interiors enriched in rich foliage and an open floor layout complemented by meeting rooms and spaces for joint team sessions with atypical furniture. The office inherits a natural theme of wood, raw concrete and soft fabrics that splash a bit of colour here and there. An energetic ceiling with wave-like forms and striking light strips, along with exposed ducts and pipes, adds to the jovial spirit within the office.

The conference room is laid out in a freestyle manner. With the ambiance of a living room, the conference space integrates cosy lounge sofas and hanging gardens in an aesthetic bubble along with an elegant meeting desk and swivel chairs. Other informal areas provide spaces for a tête-à-tête for two to spaces where three, four, or ten people could gather. Additionally, a two-stepped mini podium to a large four-stepped platform invites the folks to gather around for some casual announcements or to deliver important directives.

Pernod Ricard Office – ICD Brookfield Place, Dubai by SAY Studio

Photography credits: Nikola Stokanovic and Chris Goldstraw Photography

Bold and dashing – defines this stellar office, which also embodies their raison d’être: to be créateurs de convivialité. As one of the world’s leading premium spirits companies, they wanted to provide a connected, immersive brand experience, chiefly a convivial experience that’s authentic. The interior design fosters a thrilling splash of vivid and visceral exhibitions with a prime focus on promoting interactions and creating meaningful human connections. The striking custom ceiling joinery, blattchaya tiles, and lounge seating at the front house café provide a remarkable welcome in the foyer for visitors and staff alike.

With adaptive spaces for collaboration, the various conference rooms are integrated with a unique character, lighting, furniture, and colour palette, offering a sense of familiarity and comfort. These wide ranges of conference spaces integrate a large linear meeting room with ambient golden light and sleek ergonomic furniture, classic cosy nooks in elegant white and blue, tropical-themed informal open layouts, and various six-seater opulent chambers.

Also See: Our Product Recommendations For Luxe Office Break-Out Spaces

Ownbackup office , london by oktra.

Photography credits: Oliver Pohlmann

Moderating a workplace within an industrial-style building envisions this office as a playful, creative, and collaborative space that celebrates the brutalist fabric. The sleek premium additions exemplify the setting for social interactions and encourage the workforce. The office integrates an open floor plan with multiple formal and informal meeting areas, phone booths, and touchdown workspaces.

The conference room in natural shades, along with raven-black frames and wood panelling, pushes boundaries with the ability to transform as required, from six and twelve to twenty-four and more seating options by the integration of spatial partitions. Such a theme attracts people to promote transparency and stay true to company values. The perforated metal staircase provides bleacher seating, increasing the capacity of the breakout space with the faculty to be an arena for large discussions.

kassir.ru Office, Russia by Designic Public Space

Photography credits: sergey melnikov.

This office is the perfect embodiment of a cheerful and bright workplace. With audacious yellow splashes along with pure white, a bit of black, and wooden finishes, it manifests the office as a charming beacon of joy. This quirky space is sure to inspire creativity and productivity in anyone who works here.

The primary conference room divides the open space into two “wings” by two layers of acoustic yellow curtains that drape linearly along the meeting table. The yellow metal-framed chairs and wooden table echo the minimalistic clinical vision of the office, pairing with the established decor. Other meeting rooms are etched in similar tints of yellow and white while sustaining the minimal presentation. A stepped podium serves as a universal lecture hall suitable for large gatherings and discussions, soaking up the affiliated-themed features and decor of the office.

Mary Oppenheimer Daughters Office , Johannesburg by Giant Leap

A light and airy office space with a feeling of home defines this workplace, integrated with classical interiors and modernism. Blending contrasting ideas, such as high skirting, dado rails, elaborate cornice, and panelled cupboards, in combination with the clean lines of contemporary style, has enriched the office with a renewed look.

The conference rooms boast a distinctive design palette, featuring striking coloured lines on the walls, Versailles panel timber flooring, family art pieces, and decorative carpets juxtaposed with modern tables and chairs to create a perfect fusion of old and new. Definitive glass frames are also integrated as a modern element of linear expression, enhancing the overall composition.

Promodo Office , Kharkiv by Bude Architects

Photography credits: andrey bezuglov.

This workspace aspires to be a meeting point for individuals to exchange ideas. It’s a versatile platform that can be transformed into a conference room, lecture hall, or art exhibition space. Its primary function is to serve as an office, a public centre, and a teaching academy. The office is designed as a community that brings together people with similar interests and aims to provide a common ground for them to collaborate.

An interesting layout of conference rooms, both informal and official, is alternated with open spaces, weaving unique zones to connect and collaborate. The primary meeting rooms are associated with the city of Kharkiv, drawing recognizable locations into the interior presentation. A myriad mix of themes, elements, colours, and various artists’ imaginations pop into these gathering zones, such as the Dezhprom meeting room – dedicated to the monument of constructivism, corporate white and yellow Promodo meeting room, concrete-walled and red-ceilinged conference room, green foliage-infused meeting room, and other informal spatial zones with lounge seating.

WRISE Office , Hong Kong by MR Studio

Photography credits: Steven Ko

A definition of high-class elegance graces this office which follows the quote ‘form follows function’ – here, every element is more than just dramatic. Thematically designed to invoke a soulful essence and intrigue, the office integrates soft curves and geometric lines, with each room woven to represent a distinct visual identity. Incorporating a traditional oriental setting with ancient Chinese representations and antique elements elevates the spatial aura of the work environment.

The large rectangular conference room is neatly envisioned with precision at every angle, encased in glass frames and lit by ambient light and soft ceiling bulbs. The clinically arranged furniture, with a mahogany-stained table surrounded by orange-hued chairs, instils refined etiquette and harmony. Other informal zones in the office pursue adept decorum while nurturing the oriental and earthy theme.

Wienerberger Office , Warsaw by The Design Group

Photography credits: Fotomohito

Exposed as an interior that’s full of contrasts, this office ensemble uses a variety of materials such as hollow bricks, bleached wood, stone, concrete, and ceramic materials along with shades of white and grey. An enlivening ambience sets this office apart, as numerous elements come together and score the open areas, accentuating the industrial character with diversity. Glass walls, exposed pipes, vinyl flooring, and carpets add to the impressive palette.

The well-lit and ventilated large conference room, integrated into a classy composition, is adorned by a white U-shaped table along with peach-coloured chairs. Hollow blocks, glazed windows, and bleached wood walls assemble in the conference room, infusing their element of drama and dialogue.

Article info

Date added:

7 April, 2024

Powder Room Designs: 10 Styles that Guests will Remember

Powder room designs exemplify nuanced grace, manifesting as a seamless blend of style and...

Office Kitchen Designs: 10+ Stunning Examples

Let's explore a range of office kitchen designs that have redefined the workspace, drawing...

Bathroom Tile Designs: 10 Times it was the Hero

Let’s dive into 11 tile patterns that will transform your bathroom from basic to...

Luxury Modern Kitchen Design: 10 Stunning Projects

Over the years, kitchens have evolved along with technology, allowing for clever appliances and...

The Red Sea Project, Saudi Arabia: The Full List

Owned by the Public Investment Fund (PIF) of Saudi Arabia and chaired by HRH Crown Prince Mohammad...

10 Children Room Designs: From Playful to Poised

The range of styles for kids' rooms is as diverse as the dreams they inspire! From cosy nurseries...

Don't have an account?

Already have an account?

Activate your account

An activation email has been sent to your registered email., forgot your password.

Enter your email address below and we'll get you back on track.

An activation email was sent at the time of registration

Add to collection.

My future home

Create New list

Make this list private

Your lists have been updated

Resource Center
Request a Quote

The Ultimate Conference Room Setup Guide for 2024

Why It’s Important to Provide a Quality Conference Room Setup

Who loves meetings at work? Anybody? Sure, we know that meetings aren’t fun, but they are important! When you schedule a meeting, you think about the details: content, agenda, attendees and desired outcomes. But have you considered the setup of your conference room? A well designed space can be efficient and enjoyable yet a poorly designed space creates a meeting worth leaving. But what should you consider creating a great space? Will attendees face the front of the room – or each other? And how will the seating be arranged? Does your technology work well with the room design?

All of these questions are extremely important as you consider conference room setup strategies – since the layout can make or break a meeting. You want to ensure that every attendee can see and hear each other as well as the presenter (if there is one), and that the room is equipped with the right audio-visual equipment.

Below is our Ultimate Conference Room Setup Guide to help you through the process so that you can optimize your space to provide the best meeting possible.

The Most Common Conference Room Setup Styles

Boardroom style.

This classic setup is ideal for up to 30 people (or more) depending on the size of the room. It encourages face-to-face interaction, making it perfect for meetings that require extensive discussion and decision-making.

This popular setup works well for presentations, demonstrations and video conferencing where the focus is at one end of the room. It allows for easy visibility and interaction with the presenter.

In this setup, all attendees face the front of the room, making it ideal for lectures or presentations. However, it’s less conducive to group work or interactive sessions, focusing more on information delivery.

Hollow Square

This setup is a good choice for easy and efficient group communication. It also gives a moderator or facilitator the option of working from the center of the space, fostering a collaborative environment.

Banquet-style seating is ideal for occasions involving meals or small group discussions with a maximum of 8 or 10 people. It encourages interaction within small groups while maintaining a social atmosphere.

Also known as “theater style,” this layout is similar to a classroom setup but designed for larger groups. It’s perfect for large conference room meetings, such as all-hands or town hall sessions, maximizing seating capacity.

How to Choose the Ideal Conference Room Setup

It’s important to consider the size and scope of your meeting. You don’t want attendees to feel crowded, but you also don’t want them shouting across the room to hear each other. Here are some significant points to consider:

How many attendees can you expect? Certain conference room layouts are better suited for different-sized groups. For example, classroom and auditorium styles are optimal for larger groups , whereas boardroom and hollow squares are appropriate for 20-30 people.
Is group interaction an essential part of the meeting? Certain setups, such as the U-shape or auditorium style, do not work well for group interaction. Banquet-style seating is ideal for group discussions, especially if attendees need to move between tables.
Will there be a facilitator or moderator? If someone is leading your workshop, discussion or presentation, it’s important to consider where this person will stand. You want to ensure that all attendees can see and hear the leader and their presentation.
Does the meeting need LED video wall or video conferencing capabilities? If so, you’ll want to consider a conference room layout that enables everyone to see easily, such as U-shape or classroom style.
Do you need a power supply? It’s important to think about whether you need to position your conference room setup near an outlet.

How Conference Room Equipment Can Influence Your Setup

In many meetings, conference room equipment is essential to success and productivity – but have you considered how it influences your setup? To maximize the potential of every meeting, your room needs to be personalized to the needs of your attendees.

If your meeting requires audio visual services such as video conferencing and interactive whiteboards, for example, it’s important to consider a classroom or U-shape setup so that everyone can easily see and hear.

Digital signage is a dynamic way to conduct virtual meetings and share content such as webinars, announcements and videos. If your LED video wall displays information that attendees don’t need to reference during the meeting, you have more flexibility with your conference room setup.

Conference Room Design Trends

While a conference room’s setup plays an important role in engagement and productivity, its design is equally impactful. Everything from the type of technology that gets integrated into a space down to the color of the paint on its walls works together to make a difference in meeting quality. In other words, people are happier to spend time in a room that’s inviting.

Furthermore, a recent survey conducted by the Harvard Business Review found that 71% of senior managers interviewed felt as if meetings are unproductive and inefficient. That sounds like an opportunity for improvement to us, and updating the spaces where those meetings are happening is a good place to start.

Want to get caught up on the latest in conference room design? Our 9 Conference Room Design Ideas & Trends for 2024 can help you make the most of your meeting spaces.

Okay, you’re ready to set up your conference rooms for success – but now what? Are you looking for some help? We understand that managing your conference room setup can be challenging, but the team at DGI can help you navigate the process! DGI’s experts offer all of the design, integration and soundproofing experience you need to create an incredible conference room setup. We have extensive experiencing consulting with a range of clients across all industries. From our knowledgeable sales team to our expert engineers, there’s a DGI team member ready to help you. Contact us with any questions or to receive a consultation! We’ll help you creates spaces that your teams love.

Mike Walsh is a 15+ year veteran in the audio visual industry, bringing extensive knowledge of AV design, implementation, service and sales to DGI. Mike is high energy, providing leadership and driving innovation for the diverse divisions that make up our company. He’s also led a team that was recognized as the top integration firm serving educational markets in the country two years running.

RingCentral Blog / Tips

Conference Room Setup: The Only Guide You’ll Need

March 9, 2022 | 8 Mins Read

Although remote work has changed our workplaces, there’s still a need for conventional conference rooms. However, there are a lot of variables in such a room. Just as nailing it can boost productivity and improve collaboration , getting it wrong can do the opposite.

In this guide, we’ll cover all the basics of a conference room, and how exactly to create one.

What is a conference room?

A conference room is used for conference calls and management discussions, as well as other events like job interviews. It normally includes plenty of seating, some kind of large table and various other hardware.

This hardware is produced by companies like Logitech, Poly, and Microsoft. However, the Mac OS can also handle most tasks in these spaces. Hardware works in tandem with software like Skype or Zoom Rooms to enable communication with remote participants.

A conference room usually has its own space within a conventional office environment, although a similar setup may be found within an open-plan office.

Why is it important to have a high-quality conference room setup?

A conference room layout merits attention because the decisions within it are so important. If a conference room is uncomfortable or ill-equipped, this can hamper activities like meetings or conversations amongst team members.

If you’re meeting a customer or client in one (even during a virtual meeting) a quality space makes a good impression. A room that’s equipped for other things (like digital presentations, for instance) can help you convey an argument.

This has advantages when staff are meeting with colleagues. A thoughtfully-designed conference room will contribute to a positive atmosphere, inspire creativity and improve business performance.

The 6 kinds of conference room setup

A great starting point to nailing your conference room layout is the number of attendees you need to host; different setups suit different numbers . Observing occupancy levels is part of conference room management best practices .

The common nature of your events is another factor; if you tend to engage in group work, for instance, some styles will be better. You’ll also need to consider the technology used.

Remember all good conference rooms have a few elements in common. They need to be comfortable, as people will be spending a long time in them. They ought to be quiet, and allow for some measure of privacy and they should also come with all necessary hardware, and (even if you prioritise some event types) allow for some flexibility in their use. This ensures a uniformly positive meeting experience.

1. Boardroom style

This style is the most recognisable, featuring a long table with chairs around it. Generally speaking, this style can serve around two dozen people at once.

The boardroom style is ideal for several purposes. If you have an agenda-focussed meeting or something more interactive, the boardroom style can accommodate it well. The latter is a good choice because there’s good visibility for everyone attending.

The boardroom style is also suitable if you have a lot of shorter meetings or brainstorming sessions. This is thanks to the close proximity such a setup produces.

2. Hollow square style

This style uses four tables forming a square or rectangle, with a space in the middle of them. It’s best used for slightly smaller groups of people than the boardroom style: say, 20 or less.

This setup is good for smaller groups of people with different tasks. The space in the middle often accommodates some kind of facilitator; from this position, they can move between groups and offer assistance as required.

Conversely, the hollow square is a poor choice for remote attendees. Focus on in-person meetings for this style instead.

3. U-shape style

This style arranges tables or desks in a U-shape. Like the boardroom style, it can accommodate around two dozen people at once and allows space for note-taking, conversation and other activities.

A U-shape style is ideal for presentations and video conferences, as these tend to focus on a single speaker. The shape allows you to draw focus to the front of the room; as such, they’re also ideal for video calls.

4. Auditorium style

An auditorium style places several rows of chairs before a stage. It allows lots of people to attend an event simultaneously, although it may not accommodate note-taking or inter-attendee discussion.

The auditorium style is suitable if you often engage in one-way knowledge sharing, or if you have a lot of audio-visual presentations for webinars. It’s also a good choice for a ‘town hall’ event or online meeting recording .

5. Classroom style

This style combines elements from other setups; while the focus is on a central speaker at the front of the room, there are desks arranged in rows to facilitate note-taking and interactive activities. It may be better suited for smaller rather than larger groups.

This style is suitable for audience participation, but it isn’t ideal if you want to give a task to a larger group of people. This is because the atomised nature of the setup makes this kind of peer-to-peer participation difficult.

6. Banquet style

The banquet style features several smaller desks, spread out, with up to eight people at each desk. They may include chairs, or they may encourage free-standing instead. Since this style can often be found in larger room sizes, it’s flexible in terms of how many people it can accommodate.

The banquet style tends to encourage a less formal style of event. It’s typically accompanied by food or refreshments and gives professionals a chance to unwind from a busy morning. The banquet style can allow you to explore several different subjects or ideas at once, as people can move around easily.

How to enhance your conference room setup

By now, you should have a better idea of what kind of conference room you need. With this in mind, you can start looking at the nuts and bolts of your conference room.

Many of these considerations will revolve around the technology you enhance it with. Read on to learn how to further improve a conference room.

1. Choose the right conference room equipment

A modern conference room often requires you to communicate with people outside it. As such, some kind of video conferencing equipment is essential. You should be able to speak to someone remotely over audio-visual channels, use text-based messaging and content or screen sharing.

If you regularly host events with large numbers of virtual attendees, make sure you have technology (hardware and software) that can handle this.

Our Room Connector service allows you to use a legacy conferencing system you may have lying around with our cutting-edge RingCentral video meeting platform. Giving you precisely the professionalism and productivity you need, without having to invest in lots of new hardware. It’s a much better option than using Zoom or Skype via laptop or PC, which are popular choices for impromptu online meetings or chats with individual customers or small groups, but aren’t specifically designed with business use in mind.

In addition to this, some kind of digital display (via an interactive whiteboard or projector, for example) is important for both internal and external meetings. Adjustable lighting can help to make presentations easier to see.

A comprehensive sound system—and corresponding soundproofing—are also helpful, especially as some of your meetings will be confidential. Plenty of power outlets will help keep personal devices charged.

2. Establish conference room must-haves

There are some components of any conference room that you will always need: usually, this means tables and chairs. When it comes to the former, several smaller tables may be better than one large one. This allows you to reconfigure the room to suit different event types.

Establish conference room must-haves-204

Your chairs are also worth carefully considering. Make sure they’re comfortable and have good back support. Chairs with wheels (that can swivel) allow for easier movement and collaboration during meetings.

3. Ensure sufficient bandwidth

Most business technology needs a strong internet connection to work, especially if you have a large volume of employees. Your conference room is no exception, and having good wi-fi to work with is a must for online activity here. Without it, real-time communication will be trickier.

There are a couple of ways to approach this. The first is to supply your conference room set up with a wired internet connection. This ensures that remote conversations run smoothly at all times. It also allows wireless-only devices (like phones and iPads) to work with greater consistency.

If you want a wireless-supported conference room (or need to make a wireless presentation) you may want to consider a separate SSID or a dual-band router. Either of these will give you a leg up; in the latter case, you may want to use different bands for different purposes, such as video streaming and mobile activity.

4. Make the room easy to use

The ultimate purpose of a conference room is to facilitate communication and decision making, either through video meetings or physical group discussions. You can make this easier in a few different ways.

Start by making it clear whose turn it is to use the room in the first place. You may want to use some kind of room management software to ensure there aren’t any clashes or overlaps between groups. A display outside the room (like a whiteboard) can also make it clear who’s having a meeting, and for how long. Having this visual confirmation can help people stick to meeting times and focus their minds.

You should teach people to use the technology inside, given its prominence in today’s conference rooms. Take relevant employees through the technology installed and any user interfaces; consider hosting a training session, or producing a document with setup instructions. When people come to use the room make sure they have everything they need, such as computers, cables and adapters.

5. Choose a good layout

Since each meeting may have slightly different needs, you’ll occasionally want to rearrange the room. It’s here that having multiple tables will be useful since you can customise the room to suit various tasks.

If you plan for a meeting to split attendees into smaller groups, consider the hollow square style. Alternatively, if you know there will be a video component focus on the boardroom or U-shape style instead.

6. Get IT support for conference room technology

When things go wrong (and they will, sooner or later) make sure you have good IT support on hand. Most of us aren’t experts in technology and having someone who is will save plenty of headaches in the long run.

It’s possible you already have an IT department that can handle these kinds of issues. If so, it’s worth speaking with them to ensure someone understands your hardware setup—and explain that their services may be required during the conference meeting.

A good conference room makes a massive difference to business operations. It helps you communicate better with clients and colleagues, make a positive first impression and improves the meeting experience. This matters whether you have in-person or remote meetings on a regular basis.

For a conference room to perform properly, its layout needs to reflect its most common uses. It also needs all the relevant equipment to fulfil these tasks, and training to use it properly. With these in place, your conference room is likely to become a significant asset.

If you’re a startup or you’d like to get started with a new conference room, check out our RingCentral Rooms service. It allows you to use any room with your preferred hardware, is easy to deploy and manage, and offers comprehensive security to keep your meetings safe.

Originally published Mar 09, 2022

Allyn is the SEO Specialist for EMEA at RingCentral, the leader in cloud communications solutions.

Collaboration

Small Business

The 8 Types of Presentation Styles: Which Category Do You Fall Into?

Updated: December 16, 2020

Published: September 24, 2018

Types of Presentations

Visual Style
Freeform Style
Instructor Style
Coach Style
Storytelling Style
Connector Style
Lessig Style
Takahashi Style

Everyone on the internet has an opinion on how to give the “perfect” presentation.

One group champions visual aids, another thinks visual aids are a threat to society as we know it. One expert preaches the benefits of speaking loudly, while another believes the softer you speak the more your audience pays attention. And don’t even try to find coordinating opinions on whether you should start your presentation with a story, quote, statistic, or question.

But what if there wasn’t just one “right” way to give a presentation? What if there were several? Below, I’ve outlined eight types of presentation styles. They’re used by famous speakers like Steve Jobs and Al Gore -- and none of them are wrong.

Check out each one and decide which will be most effective for you.

Free Presentation & Public Speaking Kit

Everything you need to become more comfortable and effective during your next presentation, including:

Free Guide on Best Practices
PowerPoint Presentation Templates
Video Examples of Great Speakers

Types of Presentation Styles

1. visual style.

What it is: If you’re a firm believer slides simply exist to complement your talking points, this style is for you. With this speaking style, you might need to work a little harder to get your audience engaged, but the dividends can be huge for strong public speakers, visionaries, and storytellers.

When to use it: This style is helpful when speaking to a large audience with broad interests. It’s also great for when you need to throw together slides quickly.

Visual style presenter: Steve Jobs

2. Freeform Style

What it is: This impromptu style of presenting doesn’t require slides. Instead, the speaker relies on strong stories to illustrate each point. This style works best for those who have a short presentation time and are extremely familiar with their talking points.

When to use it: Elevator pitches, networking events, and impromptu meetings are all scenarios in which to use a freeform style of speaking. You’ll appear less rehearsed and more conversational than if you were to pause in the middle of a happy hour to pull up your presentation on a tablet.

Freeform style presenter: Sir Ken Robinson

3. Instructor Style

What it is: This presentation style allows you to deliver complex messages using figures of speech, metaphors, and lots of content -- just like your teachers and professors of old. Your decks should be built in logical order to aid your presentation, and you should use high-impact visuals to support your ideas and keep the audience engaged.

When to use it: If you’re not a comfortable presenter or are unfamiliar with your subject matter (i.e., your product was recently updated and you’re not familiar with the finer points), try instructor-style presenting.

Instructor style presenter: Al Gore

4. Coach Style

What it is: Energetic and charismatic speakers gravitate towards this style of presenting. It allows them to connect and engage with their audience using role play and listener interaction.

When to use it: Use this presentation style when you’re speaking at a conference or presenting to an audience who needs to be put at ease. For example, this style would work well if you were speaking to a group of executives who need to be sold on the idea of what your company does rather than the details of how you do it.

Coach style presenter: Linda Edgecombe

5. Storytelling Style

What it is: In this style, the speaker relies on anecdotes and examples to connect with their audience. Stories bring your learning points to life, and the TED’s Commandments never let you down: Let your emotions out and tell your story in an honest way.

When to use it: Avoid this style if you’re in the discovery phase of the sales process. You want to keep the conversation about your prospect instead of circling every point or question back to you or a similar client. This style is great for conference speaking, networking events, and sales presentations where you have adequate time to tell your stories without taking minutes away from questions.

Storytelling style presenter: Jill Bolte Taylor

6. Connector Style

What it is: In this style, presenters connect with their audience by showing how they’re similar to their listeners. Connectors usually enjoy freeform Q&A and use gestures when they speak. They also highly encourage audience reaction and feedback to what they’re saying.

When to use it: Use this style of presenting early in the sales process as you’re learning about your prospect’s pain points, challenges, and goals. This type of speaking sets your listener at ease, elicits feedback on how you’re doing in real time, and is more of a dialogue than a one-sided presentation

Connector style presenter: Connie Dieken

7. Lessig Style

What it is: The Lessig Style was created by Lawrence Lessig , a professor of law and leadership at Harvard Law School. This presentation style requires the presenter to pass through each slide within 15 seconds. When text is used in a slide, it’s typically synchronized with the presenter’s spoken words.

When to use it: This method of presentation is great for large crowds -- and it allows the speaker to use a balance of text and image to convey their message. The rapid pace and rhythm of the slide progression keeps audiences focused, engaged, and less likely to snooze.

Lessig style presenter: Lawrence Lessig

8. Takahashi Style

What it is: This method features large, bold text on minimal slides. It was devised by Masayoshi Takahashi , who found himself creating slides without access to a presentation design tool or PowerPoint. The main word is the focal point of the slide, and phrases, used sparingly, are short and concise.

When to use it: If you find yourself in Takahashi’s shoes -- without presentation design software -- this method is for you. This style works well for short presentations that pack a memorable punch.

Takahashi style presenter: Masayoshi Takahashi

Slides from one of Takahashi’s presentations:

Whether you’re speaking on a conference stage or giving a sales presentation , you can find a method that works best for you and your audience. With the right style, you’ll capture attention, engage listeners, and effectively share your message. You can even ask an AI presentation maker tool to create presentations for you in your preferred style

Don't forget to share this post!

10 Best Sales Presentations To Inspire Your Sales Deck [+ 5 Tips]

15 Sales Presentation Techniques That Will Help You Close More Deals Today

9 Ways to End Your Sales Presentation With a Bang

7 Apps That Help Salespeople Become Even Better Speakers

7 Secrets of a Winning Capabilities Presentation

Insight Selling: The 8-Slide Framework for a Better Pitch

The Best Work-Appropriate GIFs to Use in Your Next Sales Slide Deck

How to Make a Business Presentation in 7 Easy Steps [Free Business Presentation Templates]

How to Handle Difficult Sales Calls Like a Pro

Technology Give You the Middle Finger in a Demo? 7 Reactions to Avoid

Everything you need to become a strong public speaker, including a guide on crafting compelling presentations.

Powerful and easy-to-use sales software that drives productivity, enables customer connection, and supports growing sales orgs

Product Updates
Event Management
Customer Case Study
Industry Information

Subscribe via Email

Subscribe for updates when we post new content.

February 05, 2020

8 Common Room Setups and When to Use Them for Your Events

WRITTEN BY:

The way tables and chairs are arranged for your event will have a huge impact on participant engagement, learning and enjoyment. In this article we will discuss the most common meeting and event seating styles along with where they are best used to help you in creating amazing events.

Before we look at each specific room arrangement there are two general ideas to keep in mind, Room size and how much you want your participants to interact.

Room Size - The way tables and chairs are arranged will affect how many you can fit into the room. Having a room that is too big or too small for a given number of guests and the seating arrangement will detract from your guests experience

Participant Interaction - Seating arrangement will also have an effect on the interaction between the presenter and other participants as well as between the participants themselves. If the participants do not know each other well there will always be some resistance to interaction. The way your participants are seated in relation to one another can either increase or decrease the barrier to interaction. In general, when participants are seated in a way where they are facing each other more interaction will result.

Let’s look at eight common room seating arrangements and how to use them effectively.

The banquet style room setup includes a round table with chairs placed around the perimeter. The attendees all face each other while seated at the table.

Encourages interaction
Great for events with food since the participants have a place to eat
Maximizes use of space since tables are used to maximum capacity
While great for interacting with participants at the same table it can isolate attendees from those sitting at other tables.
If there is a presentation or something that requires attendees to focus on a point in the room, some of the participants will be facing away from the presentation.

Circle of Chairs

Chairs are placed in a circle in the center of the room with attendees facing the center.

Minimal furniture usage since it doesn’t require tables
Everyone can see each other
Maximizes engagement and encourages everyone to get involved
minimize status differences due to seating position
Not the best for presentations
May require a strong facilitator to keep things moving effectively

Circular setups are best for networking events, team building and workshops.

Tables and chairs are arranged in parallel rows facing the front of the room.

Facilitates interaction between the presenter and participants
Great for note taking and use of electronic devices
Useful when the focus is a presentation and food will be available
It can be difficult to see the presenter for those in the back or at the far sides
Not the best for interacting with other participants

Classroom style, as it's name suggests, is best for activities requiring a learning component such as trainings, tests and workshops. This style is also useful for longer events since participants will have a table for food or other items as well as any activity requiring note taking.

Chevron or V Shape

Tables and chairs are set similar to classroom style but they are angled to facilitate better line of vision with the front of the room.

Allows for better discussion among participants
Creates a more enclosed feel for the presenter and audience
Slightly better than classroom style for participants interacting with each other but still not great
Line of vision may still be limited

Cheveron style is similar to a classroom style arrangement so it will also be great for training sessions and workshops and activities requiring note taking

Conference or Boardroom Style

A single rectangular or oval table with chairs placed around the perimeter facing each other

Allows for direct interaction among participants
Direct line of site with participants
Great for using laptops and electronic devices, note taking, and consumption of food
When presenting not all participants may have a clear view of slides or visual materials.
Too many people can actually decrease interaction

Conference style is best for agenda focused meetings, conference breakout sessions, brainstorming and open discussions. It is also a good layout for video conferencing.

Hollow Square

Rectangular tables are placed in a square with open space in the middle. Chairs placed around the perimeter.

The hollow space in the middle allows a group leader or moderator an easy way to navigate among the tables.
Facilitates easy communication and interaction among participants
Participants can be easily distracted when using their electronic devices
Some participants may not have a clear line of site to view presentations

This style of seating provides similar participant dynamics as the conference style layout. Unlike conference style layouts it is useful for minimizing status differences since there is no "head of the table" This style of seating is great for agenda focused meetings, discussions and brainstorming.

Theater or Auditorium

All chairs are set in rows facing the front of the room with no tables. There is typically an aisle down the center to allow easy access to center seats.

Maximizes the number of participants that can fit in a space
Great for passive learning and entertainment
Not good for note taking
Not good for longer events
Minimizes interaction with presenter or other participants
Attendees have a tendency to spread out leaving gaps and empty chairs.
May not be as comfortable for attendees

Theater style is best for large groups where interaction between participants is minimal. Presentations, performances, lectures and annual meetings are typically best arranged in theater style.

Tables are placed in a U with one end open. Chairs are placed around the perimeter

The presenter can more closely engage with participants than they can in conference style arrangements
Good participant interaction with each other
Having tables facilitates note taking, using devices and consuming food and drink
Seating capacity of the room is not maximized
Majority of the participants are viewing the presenter from the side which may be uncomfortable in longer sessions.

U shape is best for interactive workshops, trainings and meetings.

The layouts for your events will have a huge impact on what the attendees will take away. It should not be left to chance. We hope the information about these 8 standard seating styles will help you decide how to setup your next amazing event. What seating styles do you use everyday. Leave us a comment below and let us know.

Mazévo is an easy to use room scheduling platform. With Mazévo all event details are managed in one system that is accessible anywhere you are on both desktop and mobile devices.

Dean Evans is the Founder and CEO of Mazévo. Check out his articles about event scheduling software.

Share On LinkedIn

A Brief History of Event Management Software

September 08, 2024

Are You Prioritizing Events? If Not, You Should Be!

ali & shea Aspen interior designers and architects

4 Bold Conference Room Designs for Effective Collaboration

Image Source

Table of Contents:

Introduction

Key Considerations for Conference Room Design

Common conference room design elements, list of creative conference room design ideas.

Let's be honest: traditional conference rooms can be just as motivating as the previous day's coffee. Plain walls, fluorescent lights, and unpleasant seating don't exactly spark creative ideas. But what if your conference room could be far more than just a functioning box? What if it might serve as a vibrant hub that fuels creativity, encourages interaction, and boosts productivity?

At ali & shea, we believe interiors can change how we operate. We are more than just about appearances; we are about creating environments that foster interaction, encourage creativity, and represent your unique brand identity with sustainable designs.

So, get rid of the tired conference room hues and prepare to embrace colorful, modern conference room designs that are sure to get everyone in the room thrilled.

Creating a conference room that combines usefulness and aesthetics is a process that takes careful consideration, a thoughtful taste for design, and a grasp of modern ideas for conference room designs. A well-designed meeting space not only allows for better interaction and collaboration but also symbolizes the values and culture of the business.

Here are a few important considerations to help you create a place that serves as both functional and aesthetically pleasing to make sure your conference room is a source of innovation and efficiency.

1. Purpose and Functionality

Adaptability: Think about the different functions the conference space will serve. Ensure the room is adaptable for high-stakes client meetings, internal discussions, webinars, and presentations. Modular furnishings and flexible technology installations can accommodate various meeting and group sizes.

Technology Integration: Effective integration of technology is essential. A corporate conference room design requires top-notch audio and video conferencing technology, robust Wi-Fi, sufficient power sources, and easy-to-use presentation systems. Making sure that technology integrates seamlessly into the design, reducing clutter.

Acoustics: Excellent acoustics are required for efficient interaction. Spend on soundproofing to reduce exterior noise interference and echo-reducing materials to improve speech clarity within the room.

2. Comfort and Accessibility

Functional design: Pick furniture that promotes the comfort of everyone who uses it. Adjustable seating and tables may fit various physique shapes and meeting lengths, assuring comfort and attentiveness.

Accessibility: Create designs with accessibility in consideration. The office conference room design should be approachable to all, including people with impairments. Factors include entrance widths, table heights, and the affordability of adaptive listening equipment.

3. Aesthetic and Branding

Design Theme: Choose a modern conference room design theme consistent with your business's identity and culture. Whether you choose a sleek, contemporary appearance or a warm, rustic vibe, the design should express your company's identity and principles.

Color and Lighting: Use color theory to get the desired ambiance. Cool tones can promote relaxation and concentration, while warm hues can boost creativity and enthusiasm. Natural light is desirable, but if it is not accessible, pick lighting options that simulate daylight and can be changed to accommodate different times of day and various meetings.

4. Space Optimization

Layout: The arrangement should promote interaction and provide a good view of presentations and lecturers. U-shaped boardrooms or theatrical layouts may be appropriate for a variety of operations and groups. Allow ample room for movement while considering the movement of people in and out of the space.

Storage Solutions: To keep your workspace clutter-free, add smart storage options for devices, cables, and documents for meetings. Hidden sections, built-in cabinets, and cable arrangement systems can help keep the room organized and functional.

A conference room must be designed with a harmonious balance of components that encourage productivity, comfort, and visual interest. The choice of furniture, lighting, and hues is critical in designing a place that not only serves the basic needs of people who use it but also stimulates innovation and collaboration.

Let's look at these typical aspects and conference room designs to choose the correct blend to make it attractive and effective.

Furniture Fiesta

Forget the workplace blues! Choose modular tables that can be modified for a variety of meeting types, from brainstorming sessions to official presentations. Invest in comfortable chairs that encourage excellent posture and prevent fidgeting. Don't forget about places to relax with comfortable sofas and couches for informal brainstorming or quiet reflection.

Keep in mind that diversity is essential, so incorporate various textures, colors, and patterns to create a pleasing environment.

Lighting: Setting the Tone

Forgotten the days of intense fluorescent brightness. Use layered lighting to create a more appealing ambiance. Natural light is ideal, so increase windows and use skylights whenever possible.

The ambient illumination should be pleasant and adaptable, whereas work lighting should be directed toward specific places, such as presentation displays. Make sure to include a switch for dimmer settings to adjust the ambiance for various meeting styles.

Color Schemes: Evoking the Right Emotions

Color can influence mood, concentration, and creativity. Neutral colors such as beige or light gray provide a relaxing backdrop, whilst bold accent colors provide vitality and individuality. When choosing a scheme, consider your business identity as well as the types of events that might take place in the area.

Bold flashes of color in artwork or furnishings can offer a lively element. Sustainable colors like greens and blues can induce relaxation. Remember that balance is essential; avoid dramatic color clashes and keep a consistent overall appearance.

Let's get rid of the cookie-cutter conference rooms and embrace a bit of innovation! Here's a handpicked list of innovative conference room design ideas, re plete with visual motivation, to turn your meeting area into a thriving hive of collaboration and efficiency.

1. The Nature-Inspired Room

Incorporate natural elements into the corporate conference room design to create a relaxing and stimulating atmosphere. Use natural wood for furniture and decorations, create a living green wall, and let in plenty of natural light via huge windows. Place pots around the room to provide an accent of greenery, pairing them with grasscloth wallpapers that add a rich character to your space.

Natural components have been demonstrated to lower stress while increasing innovation and concentration. A nature-inspired space can make meetings easier and promote creative thinking.

2. The Tech-Savvy Hub

Provide the conference room with cutting-edge technology, such as interactive boards, high-resolution videoconferencing frameworks, and built-in table ports for quick networking. In keeping with the high-tech mood, use elegant, modern furniture with a basic style.

Modern technology helps simplify meetings, enables smooth remote collaboration, and guarantees that presentations are compelling and captivating.

3. The Zen Retreat

Incorporate features that encourage relaxation and concentration, such as a water feature, gentle lighting, and soothing colors, to create a serene hideaway. Provide spaces for standing meetings or relaxation breaks to promote mental refreshment during extended discussions.

A peaceful and tranquil environment can assist in minimizing meeting fatigue, boost focus, and allow for better interaction. It's ideal for teams who need to approach challenging problems with a fresh viewpoint.

4. The Vintage Lounge

The Vintage Lounge combines charm appeal with modern functionality, featuring retro-inspired furnishings, classic bookcases with industrial literature, antique décor, and up-to-date conferencing equipment. This design may be especially attractive in creative industries or businesses with a rich history.

Using a vintage lounge environment can make the area feel less formal and cozy, enabling open communication and a sense of connectivity among teammates.

Empower Collaborations with Inspiring Conference Rooms!

We've discovered the realm of bold conference room design ideas, revealing new designs and helpful tips for transforming your meeting room from an idle snoozefest to a thriving hub of creativity. Consider that a well-constructed conference room is more than just aesthetically pleasing; it is an investment in the efficiency of your employees, creativity, and satisfaction.

Consider leaving the boring, conventional conference room and entering a dynamic hub that sparks creativity, fosters relationships, and boosts productivity. This is where ali and shea come in.

We are more than just interior designers; we are collaboration architects who create thoughtful commercial designs that provoke emotion, stimulate creativity, and represent your distinct brand identity through intricately designed spaces.

Contact ali & shea to transform your place into a thriving collaboration hub. We're enthusiastic about building experiences, not just spaces, and we are eager to help you fulfill your idea.

How do you make a conference room look nice?

Creating a conference room that seems beautiful requires a balance of aesthetics, functionality, and relaxation. It is about establishing an atmosphere that not only serves its users' utilitarian needs but also fosters creativity, concentration, and collaboration.

What is a good size for a conference room?

What is a conference-style room setup?

5 Common Meeting Room Setups: Pros & Cons

When it comes to choosing a meeting room setup, there are many factors to consider. What type of meeting is it? How much participation will be asked of the attendees? But have no fear: the options are many, and you will be sure to find the perfect fit for your next business meeting. Here are five meeting room styles to consider, and the pros and cons of each:

CLASSROOM STYLE This style is exactly as you would imagine, with meeting participants at tables facing the front of the room as in a classroom setting.

✓PROS: it is familiar and conducive to paying full attention to the speaker. Tables are great for taking notes, organizing meeting materials, using laptops or eating a meal while listening to the speaker. This is an ideal setup for training sessions . ✓CONS: this style can sometimes feel crowded, and is not a very cutting edge presentation style as participants may feel like they’ve traveled back in time to their school days. Meeting planners must make sure the tables are not too crowded, so that the seating arrangement is as comfortable as possible.

THEATER STYLE This style features a large area with rows of chairs, and often a stage where the speaker stands or the presentation takes place.

✓PROS: this style is great for a short meeting, or a long conference with ample breaks throughout the day. It is ideal for a large amount of people, like a press conference or product launch . ✓CONS: this is not well-suited for note-taking or meetings with a good deal of audience participation.

TEAM / POD STYLE This style groups participants in smaller clusters together in one large room.

✓PROS: this is great for working in small groups or encouraging interaction during meetings or breaks. It fosters community, and participants can bounce ideas and thoughts off of one another. ✓CONS: this is not ideal for a less interactive meeting, where the speaker is the sole focus of the conference and attention must be paid in great detail. It is susceptible to distractions and side talk.

U-SHAPE STYLE This style arranges tables around the perimeter of the room so that the presentation can take place in the middle of the participants.

✓PROS: this seating arrangement is great for a very visual presentation with a good deal of interaction from the group. ✓CONS: it is not ideal for a mass meeting or one where group interaction is discouraged.

CONFERENCE STYLE This is similar to a boardroom setup, where participants are seated around a conference table.

✓PROS: this is ideal for smaller, more intimate groups where discussion and participation is encouraged. The face-to-face interaction is an added bonus. ✓CONS: this is not an ideal setup for very visual presentations or meetings where interaction or input is discouraged.

Find your ideal meeting room setup at one of our AMA Executive Conference Center locations: Washington D.C., San Francisco, Atlanta, and New York City. Our state-of-the-art executive centers will provide all of your business meeting needs, no matter what style is best for you. Contact us today .

To continue, please use a supported browser.

7 Types of Meeting Room Layouts

meeting room layouts, people in meeting room

In the world of knowledge work, collaboration is critical. That means as return to office mandates take effect and hybrid work becomes the new norm, companies will need to pay extra attention to office spaces designed for collaboration.

That means the classic meeting room setup— the long-table with a phone on it and a wall-mounted screen—isn’t enough for employees to feel they need to come in to hold meetings and collaborate.

The Gensler Research Institute’s U.S. Workplace Survey 2022 revealed that employees in hybrid workplaces want to return to offices that make them more effective and offer a mix of experiences. For knowledge workers, only 34% of the week is spent on individual work. The rest is spent on collaborative work in meeting rooms and huddle spaces.

In this article, we’ll look at the role good meeting rooms play in an effective hybrid workplace, examples of meeting room layouts, and how to manage meeting rooms effectively.

The Role of Meeting Rooms in Hybrid Work

Meeting rooms are one of the most important places in any hybrid workplace . People don’t come into the office to work alone. They come in to collaborate, build rapport, and work synchronously. The role of the meeting room in a productive workplace has never been bigger. What do hybrid workplaces ask of their meeting rooms?

Enable Stronger In-Person Collaboration

The bar for getting people to go into the office is higher now that employees have the choice and flexibility to work where they want. As Gensler’s research shows, employees will want to go into the office if it facilitates better work outcomes, regardless of any official RTO policies. This is especially true for collaborative work . No one wants to go into a meeting or conference room setup with tech that doesn’t work or offer tools for true collaboration.

Designed correctly, meeting rooms offer numerous benefits to hybrid employees. They can be a space for quiet heads-down coworking or brainstorming sessions. They can connect teams and cross-functional collaborators in seconds no matter where they are.

Facilitate Seamless Interactions between Remote and In-Office Employees

In a hybrid work model, in-office employees will have to collaborate with remote employees on an almost daily basis. It’s not always guaranteed that people who need to collaborate between teams or even within a team will be in the office on the same days.

Hybrid work’s great strength is its flexibility, and the spaces your team uses must reflect that. Meeting rooms must be spaces that enable close collaboration between those physically in the room and those participating remotely without losing anything. That means rooms need to be equipped with the right technology and have a layout that allows everyone to participate easily and equally—no matter where they are.

Provide Flexible and Adaptable Spaces

Today, companies building hybrid workspaces are thinking more about how each space can be used for more than one function. Meeting rooms need to be easily transformed for different uses.

In addition to formal meetings, meeting rooms in hybrid workspaces can be used as:

Quiet spaces for employees to do deep, focused work on individual tasks or projects without the distractions an open office might have.
Space for social and team building activities that provide opportunities for team bonding, celebrations, and camaraderie-building.
Learning areas for new employee orientation, group trainings, guest lectures, and other educational-style meetings.

7 Meeting Room Layouts and When to Use Them

There’s no one perfect meeting room layout. Different layouts have different strengths and limitations. The key is being flexible and allowing for more than one type of layout within your office. Here are a few styles of meeting room layouts you can try.

Boardroom Style

The boardroom layout features a large central table with chairs surrounding it. Participants face each other, which lends itself well to direct communication and encourages interaction.

Ideal setup for : formal meetings, executive sessions, and decision-making discussions in which participants need to collaborate and discuss things carefully.

U-shape Style

In this layout, tables are arranged in the shape of the letter "U," with chairs placed around the outer edges. Presenters or facilitators can move freely within the U-shape and engage with participants more directly.

Ideal setup for : training sessions, presentations, workshops, video conferences, and smaller interactive meetings where attendees need to have a clear view of the presenter and any visual aids.

Classroom Style

The classroom layout consists of rows of tables and chairs facing a visual focal point, such as a screen or whiteboard.

Ideal setup for : lectures, training sessions, or presentations where the focus is on the presenter, and participants primarily need to take notes and listen. Interaction and group discussions are limited in this setup style.

Theater or Auditorium Style

This layout is similar to the classroom style, but without tables. Chairs are arranged in rows facing a stage, screen, or presenter. The theater layout maximizes seating capacity.

Ideal setup for : large presentations, conferences, or events where attendees don’t need to take extensive notes or engage in small group discussions.

Crescent Style

In this layout, round tables are partially surrounded by chairs, with one side of the table left open. This arrangement encourages interaction among smaller groups of attendees and provides clear sightlines to the presenter or focal point.

Ideal setup for : workshops, team-building activities, or events for larger groups where attendees need to work in small groups while still having access to a central presentation.

Banquet Style

This layout consists of several round tables with seats all around them, allowing smaller groups to sit facing one another as part of a larger whole.

Ideal setup for : team-building sessions, meals, or events that require a larger group to break off into smaller groups while still having access to a central speaker or presentation.

Huddle Style

This casual layout consists of a combination of side tables and comfortable seating options, such as sofas, armchairs, and bean bags, arranged in a relaxed manner.

Ideal setup for : informal discussions, brainstorming sessions, creative thinking, or any meeting that calls for a relaxed atmosphere and collaboration.

How to Manage Meeting Rooms in a Hybrid Office

Successful meeting room management involves not only putting forth a well-thought out layout, but creating consistent rules and policies, and providing technology that enhances the space. Here’s what office managers need to know about improving their office’s meeting room experience and unlocking greater meeting productivity.

Create Equitable, Consistent, and Clear Meeting Room Policies

Poor guidelines and policies around meeting room booking can lead to wasted productivity, frustration due to double booking or meetings that run over time, and lack of access to the resources employees need to run meetings.

We’ve talked in-depth about creating effective meeting room policies , so here’s a quick refresher on how to make sure yours reduces conflict and facilitates ease of use for everyone:

Define the policy’s scope . Determine your key purposes, such as space maximization, utilization, collaboration, or reduced complaints due to booking frustration.
Establish the purpose of each room . Look at all of the meeting rooms available and decide on a purpose for each one. Define their purposes based on capacity and resources. A large conference room shouldn’t be used for one-on-one meetings, for example.
Develop user-friendly systems for booking . Use conference room scheduling software that allows employees to easily search for rooms based on availability, resources, and capacity.
State rules and provide training . Provide in-room instructions for using screens, projectors, etc. Outline room-specific rules, such as noise levels, time limits, and health and safety protocols.
Monitor and enforce rules . If you’re adopting a new way of booking meeting rooms, it’s critical to back the new policies up with enforcement to help new habits along. Send reminders to people who violate policies and be proactive about enforcement.
Collect feedback for continuous improvement. Gather feedback from employees, managers, and people and IT teams to identify what’s working and what’s not. Make adjustments as needed.

Provide Layouts for Different Types of Meetings

As we discussed above, there are many different types of meeting room layouts that create space for different types of meetings. Within the context of your office’s meeting rooms, you should look to provide as many layouts as your team realistically needs.

For example, if your sales team needs space for coaching, a classroom style room would be beneficial. If your executive team needs to have regular on-site meetings, a boardroom style room is essential.

If meeting room space is at a premium, you may need to get creative with furniture and equipment that’s easy to move and reconfigure into different layouts for different meeting types as needed. Learn more about space management for hybrid workplaces .

Use Technology to Enhance the Meeting Experience

With hybrid work in full swing, it’s critical to equip meeting rooms with technology that make effective meetings easier. People will resort to old habits if the technology hinders, rather than enables, their meetings.

While the tech you choose for your meeting rooms depends on your teams’ specific needs, there are a few pieces of conference room equipment that you can use to make an excellent experience a baseline you can build from later.

High-quality video conferencing . Hybrid still means that even if everyone’s in the office some of the time, no one is in all the time. Anyone working remote will still need to attend meetings with in-office employees. Investing in the best video conferencing setup —high-quality cameras, microphones, screens, and speakers—you can is a must.
User-friendly collaboration tools . Interactive displays, whiteboards, digital flipcharts, etc. will be essential for meeting rooms used for coworking sessions, brainstorming, and other collaborative tasks.
Room control systems . It should be easy for anyone using a meeting room to adjust the lighting, temperature, and audiovisual equipment to their group’s liking.
Wayfinding systems . Employees who don’t come to the office very often will need help finding the right spaces for their work. Use wayfinding systems to help them find their desks, meeting rooms, and teams quickly.
Room scheduling software . Use room scheduling software to show everyone room availability by type as well as time and day. This will prevent misunderstandings and double-bookings and ensure that people can book the meeting rooms they need based on size, technology, and meeting format.

Your meeting rooms are a crucial component of your overall hybrid work strategy. Don’t leave their management up to chance. Start considering how each conference room layout will impact work, and how your policies will remove friction from your employees’ collaboration efforts.

Learn how Robin can give you the tools you need to start improving your workplace today. Book a demo today.

Two people walking and talking in an office

featured report

The Science Behind In‑Person Productivity at the Office

4 Strategies for Managing Meeting Room Disruptions

Top 5 Tablets for a Conference Room Schedule Display

6 Advantages of Conference Room Schedule Displays

Book desks with your team, find rooms for brainstorming, automate workplace processes, and better understand office utilization.

Find out if your workplace strategy is a hit or a miss.

Conference Badge

6 conference room layouts to structure your events.

Artwork by Mónica Alexis

Jacob Black

Jan 18, 2024

Quick! Picture a conference room. How’s it laid out? Chances are the image in your head is rows of chairs filled with people wearing conference name badges , all looking forward to a podium or a rostrum with a keynote speaker. That’s not the only way to layout your conference room. There are many, and they all give your attendees a different meeting experience.

Why Your Conference Room Matters

The average cost of hosting a simple, stand-alone conference in the USA is around $700,000. Even a smaller conference will cost in the tens of thousands. With so much money down, it’s important to get maximum value from your conference. Your room layout can impact the way your attendees engage with your content, with each other, and ultimately, with your company. To put it bluntly: Your conference room can be the difference between a conference that drives results and one that turns your partners, customers, and other stakeholders away.

Conference Room vs Meeting Room

Some businesses and event planners use these two terms interchangeably, but a conference room is rarely the same thing as a meeting room. Meeting rooms are smaller, more intimate, and designed to facilitate a two-way conversation or group collaboration. They’ll usually have one table in the middle of the room or a desk where people can sit opposite each other. A conference room will usually be larger. It will include audio-visual equipment like whiteboards, digital screens, and audio equipment. A conference room can set up two-way conversations (more on that later), but will also need a spot for someone to lead, guide, or present the seminar. It’s often possible to use a conference room for meetings, but it’s much more difficult to use a meeting room for a conference.

Choosing a Layout

The type of conference you’re conducting can impact how you design the room, and vice versa. Key questions you need to understand before you lay out your conference room include:

How many people will you be hosting?
How many presenters or speakers will you have?
Is there an interactive component?
Will there be collaborative components?
Are your attendees in groups or individuals?
Will there be food or drinks served during presentations?
How long will your conference go for?
Will there be one room or multiple rooms?
What do you want to get out of the meeting?

Different Conference Layouts

Here are some examples of typical conference layouts and the ways in which they serve your needs differently:

Auditorium conference layouts are best for extremely large groups and one-way presentations. You might use an auditorium as the conference opening or for keynote addresses, before breaking out to other conference room types for your next set of meetings. The auditorium layout is characterized by stadium-style seating, facing a stage, and a raised stage or dais from which presenters deliver their seminars. It might also include a large video screen and audio-visual aids. Auditorium conference layouts are good for things like:

Product presentations
Keynote speeches
Sales seminars
Training sessions
Multi-media presentation

Use an auditorium layout to convey gravitas, and to train your audience’s attention where you want it.

Lecture Theatre

A lecture theatre or classroom layout is similar to an auditorium, but usually involves a desk which attendees can place computers or notepads on to record key information during the meeting. It’s a little better for more detailed training seminars or when there’s an element of work, interaction, or participation required from attendees. Classroom layouts can be small or large, suitable for a wide range of group sizes. They’re usually for medium-sized groups, and most effective when there’s a lot of information to convey. These conference room setups work well for:

Onboarding new personnel /partners

Use a lecture theatre or classroom layout when you want your audience to take away a lot of important information.

Boardroom style layouts are good for small groups, especially when you want everyone in the conference to have an equal opportunity to contribute or speak. Common boardroom layouts have an oval or round table so that everyone has clear sightlines, making it easier to speak. There’s only one table in this style of set up, and everyone sits around it. The nature of the boardroom table can also help engage your audience in small group discussions. It makes it harder to zone out as everyone is in each others’ eyeline and the focus is shared around the room. This is a more intense layout, best used for:

Open discussion
Video conferencing
Focus groups
Decision making
Stakeholder engagement

A boardroom can feel less impressive than other forms of conference layout, but it can also make your audience feel more connected to the material you’re presenting.

U-Shaped Desk Layout

Setting your conference room up in a U-shape facilitates communication and interaction between your attendees and the conference leader or presenter. This layout is good for smaller to medium-sized groups of less than 20 or so. Too many people, and everyone talks over each other, and not enough people get the attention or focus they need to benefit from your conference. The shape of the U with two longer legs allows the presenter to stand at the front of the room. If they’re more of a facilitator role, they can also stand in the middle, or walk around the inside of the tables to present and lead the discussion. U-shape style conference layouts are used commonly for:

Guided education or training
Multi-channel communication
Breakout sessions

It’s not uncommon to break out into a U-shaped room after a conference group finishes the morning seminar or keynote speech.

Banquet Table Layout

Using multiple tables is a great way to make a large and diverse group of conference participants feel closer and more connected to each other. This style of layout is characterized by tables, usually round, of up to 8 or 10 people each. The banquet hall layout is scalable because you can just add more tables to accommodate different sizes of conference. This conference configuration is ideal for:

Awards ceremonies
End-of-conference summary meetings
Conferences that involve meals
Conference seminars with quick-fire breakout sessions

The banquet style makes it easy to dive into a huddle for brainstorming sessions or workshops and then immediately focus back on a more unilateral presentation led by a speaker or host.

Hybrid Layouts

You can always break away from convention at your conference by adding a twist to these layouts. For example, a banquet layout might benefit from a raised dais, on which a long table of keynote presenters or hosts sit. This is a good layout for a shareholder meeting, where shareholders sit in banquet format and the board sits on a raised stage at a long table, so they can speak to the shareholders between courses or breakout groups.

Multiple Layout Formats

Many modern conferences have more than one day of activity, or more than one session. You might choose specific layouts for specific functions. A useful conference format might look like this:

Day 1, AM: Registration: At this stage, you’re busy organizing badges and handing out conference badge holders to guests. Typically, this is a foyer or entry room; you might even have a printer running on-site badge printing for last-minute registrants.
Day 1, PM: Banquet: A welcome dinner with an MC or host guiding guests through a meal and brief introduction to your conference, for which you’d use a banquet layout.
Day 2, AM: Seminar: Guests might file into a stadium or lecture theatre to hear a keynote presentation or speaker.
Day 2, PM: Breakout Session: Guided conference discussions with smaller groups based on interest or specialty.

Each of these requires a different layout – if you have a medium-large group, you might be able to conduct a morning seminar in a lecture or classroom style format, and then quickly rearrange desks into another format for the afternoon. Understanding how and when you need your guests to be in which seating configuration will dictate how you need to operate your schedule.

Finding the Right Conference Setup is Easy

A conference planning checklist that includes questions like the number of guests, the type of content you want to present to them, and the overall takeaways you want your team members to carry away with them will help you get the best results from your group meeting. If you need help managing your guests, Conference Badge is here to help. We offer high-quality cardboard badges, including double-sided conference badges, badge inserts, and holders to suit a wide range of conferences.

Check out ConferenceBadge.com today.

Conference Layout FAQs

What are the best dimensions for a conference room? The best room size for any conference is dictated by the number of attendees and your chosen room design. Auditorium style rooms are good for packing larger groups into a space efficiently.

How do you set up a meeting room? Your ideal meeting room setup depends on a lot of factors, like: Do you have interactive whiteboards, are you participating in a video conference, and how big is the group of people attending? From there, you need to decide what the focal point of the meeting will be. Answer those questions and you’ll find it easy to set up your meeting room.

What is the most efficient layout for a small conference room? In-person meetings can be expensive, so it’s important to use your venue layout efficiently. First, get rid of any conference room equipment you don’t need. If you have a whiteboard but won’t use it, store it elsewhere. Lastly, focus on the types of meetings that you’ll need – you won’t need a large conference table if it’s a one-way presentation, instead you can line up chairs in rows and face the podium.

Originally published on Jan 18, 2024

Conference and meeting room layouts – what’s the difference?

Photo Credit: http://www.catalystranch.com/

If you are planning a conference, meeting or even some indoor team building activities you will need to decide which room layout will work best and enable your delegates to get the most out of the event. There are many different options available so we thought it would be useful to explain the differences, as well as when each layout style would work best.

Theatre Style Layout

Bear in mind that this style of seating isn’t ideal if your delegates want to take lots of notes as they don’t have a surface to lean/write on, and delegates can sometimes feel ‘squashed’ if chairs are placed too close together.

Cabaret Style Layout

A cabaret style provides delegates with a solid surface to write on during presentations but does take up much more room than a theatre layout. If your event consists of long sessions and will last for an entire day (or longer) then a cabaret layout is a good choice and would provide delegates with plenty of comfort and space. This is also a good layout if you are planning on running team building activities which require some form of a surface for challenges or tasks.

Boardroom Layout

As delegates will be seated all around the table with this meeting room layout, If presentations will be taking place, a ‘U’ shape layout might be a better option.

Banquet Layout

A banquet layout can sometimes be referred to as ‘dinner/dance layout’ depending upon the venue.

U Shape Layout

If there won’t be any presentations during your meeting but you still want to facilitate discussion between the delegates, consider a boardroom layout.

Classroom Style Layout

A classroom layout is usually created with small rectangular tables with two delegates on each one. Tables will be placed in rows facing the front of the conference or meeting room.

In summary, there are a variety of options available when it comes to choosing a room layout for your next conference or meeting and which one you choose will ultimately depend on your individual event and what you are looking to achieve. Consider the space you have available in your event space, the presentations (if any) that will be taking place, and what delegates are going to be doing throughout the event.

White Rhino are the specialists when it comes to face-to-face, socially distanced, hybrid and virtual team building activities , is a friendly and hard-working event management company based in Surrey . If you would like some help or advice planning your next event, contact a member of the White Rhino team .

Write a comment cancel reply.

Your email address will not be published. Required fields are marked *

Quick Enquiry

Your name *
Email address *
Phone number
Email This field is for validation purposes and should be left unchanged.

Ballroom vs. Conference Room Style Presentations

Two years ago I blogged on the importance of presentation idiom, and on the two main presentation idioms, Ballroom style and Conference room style. I think the difference between the two styles is critically important and not well understood, so I am repeating that post here, with some minor edits.

Each presentation situation calls for a particular presentation idiom—a form of expression and a set of design principles. Contrary to the popular complaint, the problem with PowerPoint™ is not that it forces you to design a presentation in a particular way. On the contrary, it doesn’t . And that’s the problem: PowerPoint allows you to mix design elements from different idioms, which, I believe, accounts for much of the ugliness and ineffectiveness of most presentations. There are two fundamental presentation idioms, which I call Ballroom style and Conference Room style. The Ballroom style presentation is what most typical PowerPoint presentations are trying to be: colorful, vibrant, attention-grabbing, and (sometimes) noisy. They typically take place in a large, dark room such as a hotel ballroom. The Conference Room style presentation is much more understated: less use of color, more details on each page, printed rather than projected, and more suited to your average corporate meeting or conference room. Ballroom style presentations should be used when the objective is to inform, impress and/or entertain the audience. The information flow in a Ballroom style presentation is primarily one-way, from presenter to audience. This style is appropriate for audience sizes from a few dozen people to several thousand. The look that you are trying to achieve with Ballroom style is that of the evening news: visually rich and thoroughly professional. To do this, you will want to project your presentation rather than hand it out, so that you can make extensive (but always appropriate) use of color, animation, and sound. (Color, animation or sound is appropriate when it is used to convey or emphasize information; it is inappropriate and should be ruthlessly eliminated when it serves only to embellish or distract). The length of a Ballroom style presentation should be approximately 1 slide per minute of presentation. Conference Room presentations are more suited to meetings where the objective is to engage and persuade your audience and change their behavior. Information flow in this idiom is expected to be two-way, and this style is therefore more suited to meetings with smaller numbers of people, say two to 25. They can be used with larger audiences, though: I have used this idiom to support an interactive conversation with as many as 80 people in an amphitheatre-style classroom, or 200 people on a teleconference. A conference room presentation should look more like an architectural drawing than something you’d see on television, and it is best delivered on paper. Paper has the advantage of allowing much greater resolution and therefore more information on each page; you can use font sizes as small as 9 point without difficulty, whereas in Ballroom style 24-point is usually the minimum safe size. More information on each page also facilitates more productive conversations, because it helps avoid the “turn back 2 slides – no, 3, what was that point there?”-type of confusion since all the information for the discussion of the moment is right in front of everyone on a single page. Paper delivery also allows people to write on the presentation, so that they can engage with your content better and communicate back to you any suggested changes. Also—as Edward Tufte notes—it sends a message that you are confident in your content, because you are allowing your audience to walk away with it. Because Conference room style presentations contain so much more detail on each page, they tend to have significantly less pages – from about 12 to as few as 1 page per hour of meeting time. Mixing idioms – like mixing metaphors – is a recipe for confusion and deficient communication. Understanding when to use Ballroom style and when to use Conference room style, recognizing which elements are proper to each idiom, and never confounding the two, will lead to clearer, more attractive, and more effective presentations.

Ready to elevate your presentations?

Learn the Method

How would you like to learn the Extreme Presentation method?

IMAGES

How to Create a Winning Interior Design Presentation
Premium Photo
Designing the Perfect Presentation Room
7 Stylish Conference Table Setup Ideas for Coworking Spaces
how to lay out the room for your presentation
Best Layouts For Your Conference Rooms

VIDEO

New Discussion Room Presentation
The IPA Demo Room
Room Presentation
Meeting Room Layout Styles Ideas
The Ultimate Guide to Presentation Styles
CLASS ROOM PRESENTATIONS

COMMENTS

Have a Better Presenation When Your Room is Set Up Properly
A Boardroom Style Room Setup is ideal for small groups (usually fewer than 12 people) where different speakers will present. This room style works best for staff meetings, project briefings, or problem-solving meetings. If the meeting is going to be fairly short and you will only have a single main speaker, this may be your ideal conference room setup.
8 Meeting Room Layouts: For Effective Team Collaboration
Box Style. A box style meeting set up is a U shape with another table running along the side, creating a box or a hollow square. The meeting leader will stand in the middle and lecture a small group from there. This isn't the best meeting room layout for presentations, as the participants will all be facing away from a wall - so there is ...
What is the best room setup for your workshop?
The banquet style room arrangement is a round table setup with participants facing each other like at a dinner table. This encourages full interaction between people sitting at one table. It is often used for interactive workshops with group discussions and exercises. Banquet Style Seating Arrangement.
How to Optimize Room Setup for Training and Presentations
Eliminate unnecessary seats. Suppose you know that your audience is going to be 30 people, but the room is set up with 6 rows of 10 chairs each (=60 seats total). Most people tend to choose a seat toward the back. The result is that most of your audience will sit in the back half of the room.
Meeting Room Layouts: Everything You Need to Know
11. Hollow Square. Create a layout similar to a boardroom style floor plan with long rectangular tables forming a square in the center of the room. Similar to other interactive layouts like the decision maker or the circle, the square puts everyone on equal footing.
7 Types of Meeting Room Layouts: Choosing the Right Setup for Your Needs
1. Boardroom Style. The boardroom style layout is a classic choice for formal meetings, such as board meetings or executive discussions. This setup features a large, rectangular table with chairs arranged around all sides, allowing participants to face each other directly. Pros: Encourages face-to-face interaction.
An Event Planner's Guide to Engaging Room Layouts
Theater style is one of the most common and traditional layouts. The best option when you are trying to fit as many attendees into a space as possible. The theater-style seating arrangement is commonly used for conferences, where a dense mass of people need to be seated, and for events that require a large stage or presentation area.
Event Layouts and Room Setups
Family-Style Banquet w/ Rectangular Tables. A variation of this entails substituting round tables for long banquet tables (8' x 2.5' or 6' x 2.5' tables), lining these tables up end-to-end and placing chairs along the long sides. This is often called family-style banquet seating and encourages more interaction among guests.
Meeting Room Layouts: How to choose the best setup for your meeting
Aisles are cleared in the middle of the room, along with space on the sides to ensure everyone has easy access to and from their seats. As this meeting room layout is not usually tiered, attendees sitting towards the front will have a better view than those at the back. Depending on the size of the room, you may require a microphone and PA ...
Conference Room Designs: 10 Impactful Examples
The office building integrates several conference zones, ranging from six-seater rooms to a 40+ seater hall. Each room has a unique hue and vibrance. One six-seater room has a feature wall in shades of orange, while another has a feature wall in cool blue shades that capture the Dubai city skyline. The large hall has a whitish-blue ambience and ...
5 Conference Room Design Ideas to Boost Creativity
Projector. Digital display screen (s). A good audio system. While these essentials and gadgets make meetings more productive, there is another technology that will significantly improve every meeting experience: conference room scheduling software that is fully integrated with conference rooms and digital signage.
How to set up a conference room in 6 easy steps
6 things to consider when setting up a conference room. An easy-to-use, functional conference room allows people to move in it freely while providing the tools needed for participants to collaborate with one another. Here are 6 ideas to consider when setting up your next conference room. 1. Layout.
The Ultimate Conference Room Setup Guide for 2024
All of these questions are extremely important as you consider conference room setup strategies - since the layout can make or break a meeting. You want to ensure that every attendee can see and hear each other as well as the presenter (if there is one), and that the room is equipped with the right audio-visual equipment. Below is our ...
Conference Room Setup: The Only Guide You'll Need
3. U-shape style. This style arranges tables or desks in a U-shape. Like the boardroom style, it can accommodate around two dozen people at once and allows space for note-taking, conversation and other activities. A U-shape style is ideal for presentations and video conferences, as these tend to focus on a single speaker.
The 8 Types of Presentation Styles: Which Category Do You Fall Into?
3. Instructor Style. What it is: This presentation style allows you to deliver complex messages using figures of speech, metaphors, and lots of content -- just like your teachers and professors of old. Your decks should be built in logical order to aid your presentation, and you should use high-impact visuals to support your ideas and keep the ...
8 Common Room Setups and When to Use Them for Your Events
The banquet style room setup includes a round table with chairs placed around the perimeter. The attendees all face each other while seated at the table. Pros. Encourages interaction. Great for events with food since the participants have a place to eat. Maximizes use of space since tables are used to maximum capacity.
4 Bold Conference Room Designs for Effective Collaboration
2. The Tech-Savvy Hub. Image Source. Provide the conference room with cutting-edge technology, such as interactive boards, high-resolution videoconferencing frameworks, and built-in table ports for quick networking. In keeping with the high-tech mood, use elegant, modern furniture with a basic style.
5 Common Meeting Room Setups: Pros & Cons
This style arranges tables around the perimeter of the room so that the presentation can take place in the middle of the participants. PROS: this seating arrangement is great for a very visual presentation with a good deal of interaction from the group. CONS: it is not ideal for a mass meeting or one where group interaction is discouraged.
7 Types of Meeting Room Layouts
7 Meeting Room Layouts and When to Use Them. There's no one perfect meeting room layout. Different layouts have different strengths and limitations. The key is being flexible and allowing for more than one type of layout within your office. Here are a few styles of meeting room layouts you can try. Boardroom Style
6 Conference Room Layouts To Structure Your Events
This style of layout is characterized by tables, usually round, of up to 8 or 10 people each. The banquet hall layout is scalable because you can just add more tables to accommodate different sizes of conference. This conference configuration is ideal for: Awards ceremonies. End-of-conference summary meetings.
Conference and Meeting Room Layouts Explained
A Classroom style layout is perfect for training events or meetings where delegates will be taking a lot of notes and will provide attendees with plenty of room to work whilst being able to see presentations and speakers clearly and easily. A classroom layout is usually created with small rectangular tables with two delegates on each one.
Ballroom vs. Conference Room Style Presentations
The Ballroom style presentation is what most typical PowerPoint presentations are trying to be: colorful, vibrant, attention-grabbing, and (sometimes) noisy. They typically take place in a large, dark room such as a hotel ballroom. The Conference Room style presentation is much more understated: less use of color, more details on each page ...
Free Interior Design Presentation Templates
Choose from dozens of online interior design presentation ideas from Adobe Express to help you easily create your own free interior design presentation. All creative skill levels are welcome. {{hero-title}} {{hero-text}} {{search-marquee-from-scratch-text}} Default. Default. Browse by Category. View All. Logos. Collages.
How to Use the Unexpected Red Theory in Your Home
As the design and color landscape continues to drift toward warmer tones, it's no surprise that red is making a comeback — this time in the form of a poppy, new trend: the unexpected red theory.If you haven't heard of it, it's the idea that adding red to a room — particularly when it doesn't match — can elevate the space.

Proper Conference Room Setup Makes Presenting Much Easier

Part One: The Pros and Cons of Different Conference Room Styles.

Boardroom Style: All the Participants Gather Around a Single Long and Skinny Boardroom Table.

U-Shaped Style: Tables Are Set in a Square Shape with One End Opened for the Presenter.

Theater Style or Auditorium Style: Chairs Set Side-by-Side as in a Movie Theater.

Classroom Style: A Series of Six foot by One Foot Tables Set Up in Rows.

Banquet Style: Six to Ten People Gather Around Big Round Tables.

Part Two: Best Practices for Proper Conference Room Set Up for Presentations (How to Set Up a Meeting Room.)

1) Present from the Short-Side of the Conference Room.

2) Make Yourself the Center of Attention, Not the Visual Aid.

3) Get Rid of the Lectern.

4) Place Whiteboard or Flipchart to the Proper Side When You Set Up Your Room for a Presentation.

5) Chevron Style Room Set Up Is My Favorite Conference Room Setup Style.

Best Practices for Room Set Up for a Presentation in a Boardroom

Looking to end your stage fright once and for all?

8 Meeting Room Layouts: For Effective Team Collaboration

What is a conference room layout?

8 Possible meeting room layouts

U Shape Style

Lecture Style

Banquet style

Cabaret style

Classroom Style

Meeting room layouts FAQs

How do you arrange a meeting room?

Related Articles

Latest Updates

How to use room setup styles to maximize engagement

Design your next session with SessionLab

Recommended Articles

Why room layout is important

What is the best room setup for workshops?

What to keep in mind when choosing locations

An in-depth look into meeting room options

Theater or auditorium style seating

U Shape Style

Circle Style

Banquet Style Setup

Boardroom Setup or Conference Style Seating

Classroom Style Seating

Crescent Rounds Seating or Cabaret Style Seating

Reception Style Seating

Chevron Setup

Fishbowl format

Cluster setup or team table seating

What is the best room setup for your conference, event or meeting?

How to get your meeting room style properly implemented

Facilitating in weird locations: what can you do?

Now over to you…

13 Comments

Leave a Comment Cancel reply

Design your next workshop with SessionLab

How to Optimize Room Setup for Training and Presentations

Core Principles for Choosing a Seating Setup

Theater Style Seating Setup

Classroom Style Seating Setup

Boardroom Style Seating Setup

U-Shaped Style Seating Setup

Banquet Style Seating Setup

Cabaret Style Seating Setup

Chevron Style Seating Setup

What is the Best Seating Arrangement?

Tips for Optimizing the Room for Your Audience

Which seating arrangements do you prefer?

Please share this...

Add a Comment Cancel reply

Subscribe - It's Free!

Similar Articles You May Like...

Find More Articles Tagged:

Recent Tweets

Key room layout considerations

Diagram meeting rooms in minutes for better events

Creative meeting room layout tips

Meeting room diagram ideas

1. The Decision Maker

2. The Problem Solver

3. The Hybrid

4. The Informational

5. Cocktail

6. Pod Seating