How to Design a Conference Room for Successful and Productive Meetings

Understanding the purpose of the conference room

Before diving into layouts and furniture, start with a simple question: what do we want this room to do?

Every workplace uses its conference space differently. Some host quick catch-ups and collaborative sessions, while others hold client presentations, workshops, or video conferencing. Each activity calls for different furniture and technology.

Consider the types of meetings and activities that will take place, the number of participants, and the required technology. Whether the room will host catch-ups, client meetings, presentations or workshops, each function requires different design elements.

Assessing the space

Once the purpose is clear, evaluate the dimensions of the room and consider various layout options. Space planning is essential, always leave enough room for people to move comfortably. As a rule of thumb, allow at least three feet between the table and surrounding walls or furniture.

If your space is compact, opt for modular or folding furniture — such as smaller tables that can be pushed together or stackable chairs that can be stored away. This makes it easy to switch between boardroom, classroom, and breakout formats without cluttering the space.

In smaller boardrooms, consider round or oval-shaped tables instead of large rectangular ones to save space. Choose modular furniture that can easily be reconfigured for different purposes. For example, smaller tables that can be pushed 

Making first impressions count

The conference room is often the first place clients and partners encounter. Comfortable, high-quality furniture such as upholstered conference chairs and tables with integrated power outlets immediately set a professional tone and support effective presentations and collaboration. Well-designed spaces signal a company's commitment to productivity and employee well-being.

Choosing the Right Furniture

Selecting appropriate furniture is crucial for comfort and functionality. Depending on the room's purpose, you might need comfortable, upholstered conference chairs for long meetings or simpler, stackable chairs for versatility. Sometimes a combination of both works best. Ergonomic chairs are especially important as they provide added comfort and reduce physical strain, helping attendees stay focused during extended sessions.

Flexible furniture, such as modular tables or mobile units, allows you to adapt the room layout for each meeting. This is especially important if your team uses the space for a mix of presentations, brainstorming sessions, and hybrid meetings. Don’t forget privacy pods or lounge seating in adjacent break areas for downtime and individual focus periods.

Don’t Forget the Four F’s of Conference Room Design

Optimising Acoustics

Acoustics can make or break a meeting. Poor sound quality leads to distraction and fatigue, especially in larger rooms. Adding textiles such as curtains and carpets can soften the acoustics and absorb echo, while chairs with fabric upholstery can help reduce noise.

For rooms with persistent sound challenges, consider installing dedicated acoustic panels or ceiling baffles for more effective noise control.

Lighting Solutions

Lighting is a powerful influence on productivity. Avoid dim light that causes eyestrain and fatigue, as well as glare from overly bright fixtures. Embrace a combination of direct and indirect lighting, and where possible, maximize access to natural daylight, which research shows can boost productivity. Adjustable lighting is ideal for tailoring ambiance to the activity.

How should you think about colours?

Choose a colour palette that promotes focus and productivity. Calm, neutral tones often work best for concentration and focus. However, adding a splash of colour through artwork, furniture, or accessories can give the room personality. Balance materials and colours to create a cohesive look that reflects your company's brand and culture.


Read more about decorating with colour