How to Design a Conference Room for Successful Meetings

Understanding the purpose of the conference room

Before starting the design process, it is crucial to understand the specific needs of your conference room. 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.

Sometimes, it’s enough to have one large meeting table, but many businesses want to be able to switch between a classic boardroom layout and a setup that works better for small group discussions.

Assessing the space

Evaluate the dimensions of the room and consider various layout options. Understanding the space helps in selecting the right furniture and equipment. Decide whether a stationary meeting table is sufficient or if you need flexible furniture arrangements that can be easily reconfigured for different types of meetings.

Choose modular furniture that can easily be reconfigured for different purposes. For example, smaller tables that can be pushed together or separated allow you to quickly switch between boardroom and breakout formats.

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. 

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.

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

Good lighting is essential in a conference room. Opt for a mix of direct and indirect lighting to create a warm and inviting atmosphere and avoid glare on screens and whiteboards. The ability to dim the lights can help set the right mood for different tasks, from presentations to video calls. 

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.


Read more about decorating with colour