Choosing an event design can be a challenge, because it is the key part of ensuring that the meeting achieves its goals. The good news is that we have selected some of the best and most popular meeting room designs to help you organize your event.
But before we dive into the most successful meeting room designs, let's first review the most important things you need to know during the decision-making process.
Important aspects when organizing a meeting room
Before planning the design of your event, take into account the following aspects:
Number of participants. This information helps you decide on the appropriate style.
Space dimensions. Measure the space and check that you have enough space for the furniture.
Protection and security. Consider what safety features you'll need, such as wheelchair access or clear walkways leading to emergency exit doors.
Objectives. Finally, take into account the objectives of the event. Each meeting room design that we show you below has its own advantages and disadvantages.
Plan the layout of the event room
Set the mood and keep things organized with any of these types of event table setups. For each example below, you'll find tips on how to use it and which event it's best for.
Imperial or boardroom-style mounting
The imperial design presents a classic design, it is basically a large table that is located in the center surrounded by chairs. An excellent style if you're planning a gathering that includes meals, Imperial makes catering more interesting.
U-shaped configuration or horseshoe mount
This design is in the shape of a hollow square, with one side missing. The free space in the middle acts as a push stage, giving speakers the opportunity to walk around and connect with people around the table.
Assembly in Theater or Auditorium
It is the favorite style for events with very large groups. The design features a large area with rows of chairs and often a stage where the speaker stands or the presentation takes place. This style is ideal for a large number of people, such as a press conference or product launch.
Assembly school or training room
In this design you can see small rows of tables, with chairs arranged end to end facing in one direction, as if it were a classroom. This style is ideal for special events, where participants need to take notes. Stepped surfaces are provided on some stages to keep the view clear for those in the rear.
Banquet or Cocktail Assembly
If your next event has a large attendance and includes food, the banquet or cocktail design could be just what you need. It is a very effective setup for business meetings and client presentations. This design is made up of circular or rectangular tables, distributed in the room to allow people to concentrate in small groups.
Standing
If the number of participants exceeds any distribution shown above, you can hold a meeting with the audience standing to optimize the space and guarantee the attendance of all the guests. It is not a comfortable style, but if the exposure is short and you need to get the message to more people, this will be the ideal design.
Important points when creating the different styles to the meeting room
No matter what event design idea you've chosen, consider these simple tips, which can be applied to almost any design.
Group attendees by shared interests or age to make it easier for them to connect at your event.
Arrange tables in unique ways to create a dynamic environment, if you can make the layout look like your company logo that would be great.
Highlight seats for VIP guests.
If the occasion calls for it, you can create a family atmosphere, where attendees can mingle and connect.
Order the space based on the size of the tables. The high tables go close to the edges of the room and the low tables towards the center, so that they converge towards the speaker.
Space luminosity
Although it may not seem like it, the lighting of a meeting room is a complex matter. There are many factors that you must take into account. For example, the intensity of the light, the position of the luminaires, the changing needs for lighting, etc.
So that you can adjust optimal lighting to the meeting room, follow the following tips:
Light intensity. Lighting is extremely important in the center of the meeting room. This is where new projects are discussed, tasks are tracked, video conferences are held, and much more.
Dimmable lighting. It is important to control the intensity of the light during the meeting. For example, if there is a video presentation, the lighting in the room should be dimmed; or completely turn off the lights, if notes are not to be taken.
Style. Creating an elegant and open interior design, with natural lighting, will help to gain your trust. If the space is closed, you can place a series of striking pendant lamps above the meeting table, which is sure to make a pleasant impression.
Decoration and basic furniture for a meeting room
If you want to create a warm and welcoming atmosphere in a meeting room, choose colors with a warmer temperature. If you want the meeting room to feel larger and have a fresh feel, you should choose light colors. As for the furniture, we will tell you below:
Ergonomic chairs and tables
The chairs and tables in a meeting room go far beyond a color scheme and design style; it's also about comfort and durability. The chairs must guarantee a good posture when sitting, this will avoid distractions due to discomfort.
You can choose any table that conveys harmony to the environment, whether they are classic or imperial meeting tables, board tables, U-shaped configurations, in formation or for work groups. The room must be able to adapt to all of them quickly and always maintaining a good presence.
Room air conditioning
One of the most important aspects in a meeting room is making sure that the participants have a pleasant experience.
This can be achieved with a healthy environment, which is influenced by optimal air humidity. An air conditioning system allows you to cool the place down on an extremely hot day or turn up the heat during the winter when it's cold outside.
Cable management
It can be off-putting for attendees to walk into a meeting room and see messy cables everywhere. To avoid this, use components that help keep cables tidy, such as cable management sleeves and floor grommets. Purchase conference tables that incorporate connectivity options, so you can easily organize cables under the table.
Audiovisual equipment and other technologies
The first thing guests notice when they walk into a meeting room is the screen. This is a very useful tool, because it allows remote communication, viewing presentations and screen sharing from laptops, tablets and smartphones.
But a screen alone is not enough, microphones, speakers, cameras and good high-speed Wi-Fi connectivity are also necessary. Furthermore, an interactive whiteboard is the ideal tool for a brainstorming session.
Catering service
The catering service is another important element when planning a meeting or an event. Necessary event breaks for delicious food, a nutritious beverage and snacks help attendees perform at their best during and after meetings.