How conference room works


A meeting room is meant to foster communication and enhance collaboration. In other words, the purpose of a meeting room is to provide a space for employees to do the important, shared work of moving a company forward. A modern conference room can also help keep a hybrid workforce more connected to each other and to the office.


How to transform your conference and meeting rooms?

Follow these 7 steps to transform your conference and meeting rooms from mediocre to spectacular. 1. Choose the right conference room equipment Real-time collaboration technologies and virtual meeting solutions have become a necessity for modern-day businesses.

What are the benefits of a conference room solution?

Conference room solutions come with integrated voice, video, messaging as well as content sharing. Apart from internal collaboration and communication, these conference room technologies have also become an integral part of marketing and sales, facilitating webinars and product demos.

Why should you use a conference room scheduling software?

Conference room scheduling software is a must-have in the modern office. Though the workplace is more agile than ever, conference rooms still need structure. The ability to reserve these spaces is what makes them useful.

Why should you split up your conference rooms?

Splitting up conference rooms by business unit, task, or priority creates accountability for how they’re used. This type of rigid structure may seem like overkill, but it can prevent the territorial mindset from causing real friction in the workplace.


What happens in conference room?

Conference rooms help to make your meetings run more smoothly. They are quiet, private spaces where people feel happy sharing information and ideas. They also provide a comfortable and professional setting — so you can count on getting the most from your team and making the best possible impression.

How do I set up a conference room?

7 Steps To Make The Best Conference Room For Your OfficeChoose the right conference room equipment. … Standardize the conference room technology and equipment. … Conference room must-haves and nice-to-haves. … Ensure Sufficient Network Bandwidth for the conference room. … Make the conference room technology easy to use.More items…•

What makes a good conference room?

“A meeting area that’s comfortable stylish and fully equipped will help you communicate better and build relationships,” notes Gaiku. “It can effectively lead to attracting clients or finalizing deals.” Or, we might add, brainstorming the Next Big Thing. You’re there to work, so you want a results-oriented environment.

Is there a difference between a meeting room and conference room?

The difference between a conference room and a meeting room is that typically a conference room is larger and is used for conducting video conferencing or conference calls for outside members to attend the meeting. Whereas, a regular meeting room is not used for operating conference videos or calls.

What is needed in a meeting room?

10 essential things to look for in a meeting roomSufficient floor space. You don’t want people to be cramped due to lack of space in the meeting room, so always choose one with a suitable capacity. … A high enough ceiling. … Air conditioning. … Central heating. … Windows. … Presentation facilities. … Open space. … Power sockets.More items…

How do teams use conference rooms?

Invite a room to a meetingOpen Outlook, and go to your calendar.Select New Teams Meeting in the Teams Meeting section or New Meeting, then Teams Meeting.Select Room Finder in the meeting scheduler or type the conference room email address.Select Show a room list and find a building or list.More items…

How do you manage a conference room?

6 Tips for Conference Room Booking ManagementTip 1: All meeting room facilities should be the same.Tip 2: Name your conference rooms for easy location and make use of digital signage.Tip 3: Create a conference room booking policy and include it in your onboarding.Tip 4: Optimise your space by using occupancy sensors.More items…•

What makes a successful conference?

Comfortable rooms, high quality equipment, ease of access, transport to and from (i.e. hotels and venue) are the first things that come to mind when we think of a successful conference venue.

How do you manage a conference hall?

Tips for Effective Conference Room ManagementAdhere to a centralized booking system. Conference room scheduling software is a must-have in the modern office. … Abide by min-max occupancy levels. … Delegate where necessary. … Use digital displays outside conference rooms. … Educate staff on best practices.

What is another word for conference room?

conference roomboardroom.meeting room.

What are the types of conference?

1.1 Different types of conferenceTypeExamplesConferenceAnnual Conference of the Society for French Studies Biennial Conference of the Society for Italian StudiesSymposiumSpanish and Portuguese Studies Postgraduate SymposiumSeminarIGRS: From Textual to Visual Departmental Research Seminar (Italian, UCL)3 more rows

What is the difference between a board room and a conference room?

Often, boardrooms are just basic conference rooms. The only real requirement is that they are furnished with chairs and a table big enough to seat all board members. Another common requirement for these rooms is that they are soundproofed.

Boardroom Style

This classic setup is ideal for up to 30 people (or more) depending on the size of the room.


This popular setup works well for presentations, demonstrations and video conferencing where the focus is at one end of the room.


All attendees face the front of the room, so this conference room setup idea is perfect for lectures or presentations. This is not an ideal setup for group work.

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.


Banquet-style seating is ideal for, not surprisingly, occasions that involve meals – or small group discussions involving a maximum of 8 or 10 people.


This layout, also known as “theater style,” is similar to a classroom-style setup but is often aimed at larger groups. Are you having an “all-hands” meeting or a town hall? This design will help get as many people as possible into one space.

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:

Room reservation systems 101

The role of a room booking system is simple: to provide a centralized structured way of reserving meeting rooms in any organization. Because ever-changing meeting room booking information can be instantly viewed by everyone, people know exactly which rooms are free at which times of the day.

A closer look

Now that you have a better understanding of what room reservation systems are, it’s time to discuss how they are used. While different suites have different features, the process often follows these steps:

How to measure a conference room?

In addition to these measurements, there are a few other measurements to keep in mind so your conference room doesn’t feel cramped. Here are a few standard guidelines: 1 Space between the edge of table and wall: 48-56” 2 Space to allow employees to walk between chair and wall: 16-24” 3 Space between table and TV or whiteboard: 56” 4 Space to allow employees to present material on display/whiteboard: 24-30”

How many people can a conference room hold?

Most conference rooms will need to operate at about half capacity, meaning a conference room originally built for 12 people will now only occupy six. With room scheduling panels, you can set recommended occupancy for each room and adjust as needed.

How much space does a filing cabinet take up?

Even a single standard four-drawer filing cabinet takes up at least 10-15 square feet of space when opened. It’s also important to consider door swing clearances.

Can you use a larger table in a conference room?

You can certainly use a larger table, but it will likely mean you need to compromise in other ways — like having fewer chairs. You also need to consider the shape of the conference room table. An oval or boat-shaped table will occupy the space differently than a rectangular table.

Why is technology important in a conference room?

Technology brings convenience to most office applications— conference room management systems included. Digital displays outside conference rooms are yet another way to make management of these spaces simpler—for both facilities managers and employees.

Why are closed meeting rooms important?

They provide privacy, accommodations for larger groups, and isolation from an otherwise buzzing office environment.

How to manage a meeting room?

A few simple practices, rules, and tips for meeting room management can go a long way in making things work. 1. Adhere to a centralized booking system. Conference room scheduling software is a must-have in the modern office. Though the workplace is more agile than ever, conference rooms still need structure.

Can conference rooms become territories?

In larger facilities with several core business units, space becomes a hot commodity. Conference rooms can become territories as different departments jockey to stake a claim. In these situations, it’s often best to intervene and delegate spaces for specific needs.

Why is a conference room important?

Your conference room technology is important for employee productivity. Even a small delay due to “technical difficulties” causes a big impact because your meetings likely involve a number of employees. Your extensive conference room setup and web conferencing technology will be of little use if you can’t get a fast and reliable internet connection.

Why is video conferencing important?

Firstly, the most important element of the bundled video conferencing package is the integrated meeting software that comes with it. So what you are paying for is the convenience with which you can schedule, organize, and hold meetings.

Can you use Robin to book a room?

In order to simplify the booking process, you can use room management software such as Robin. You could even use Google Calendar to add meeting rooms to your event.

Can you work without a conference room?

If your work involves presentations, training, webinars, or remote work, you can’t function without some form of conference room technology. Conference room solutions come with integrated voice, video, messaging as well as content sharing.

Should a conference room be silent?

Ideally, your conference room equipment should silently work in the background and you shouldn’t even notice it there. Your meetings should start on time, run smoothly, end on time. If you get the right equipment, technology, and set up, you can achieve efficient meetings most of the time.

What are the benefits of good meeting room design?

Meeting room design has always been important, because meetings have always been important. Productivity and innovation in the workplace requires good collaboration. The more a company can provide spaces that foster collaboration, the better.

Modern meeting room design: 4 best practices

Gone are the days of white walls and uncomfortable office furniture. Today’s offices are embracing a wide range of meeting room design options, bringing modern interior design ideas into collaborative workspaces.

The most important meeting room design considerations

The most important meeting room design considerations are comfort, safety, and ease of use. Ensuring that all attendees feel relaxed and at ease, and that they can book rooms easily, is the surefire way to improve collaboration and employee experience .

How to improve your meeting room

The best way to improve meeting rooms in the modern office is to use modern meeting room booking software, along with a suite of other tools to make it easier to use these spaces. Cool meeting room design only goes so far; an office space needs to incorporate modern technology to make their meeting rooms most effective.

What is the purpose of a meeting room?

A meeting room is meant to foster communication and enhance collaboration. In other words, the purpose of a meeting room is to provide a space for employees to do the important, shared work of moving a company forward.

What are meeting rooms typically like?

There are a variety of conference rooms in coworking spaces that may differ in the equipment that they have to accommodate the needs of staff. Rooms may differ in the seating arrangements and the tables they contain to offer choices for the companies and their unique meeting needs.

What kind of meeting room options are there?

Meeting room coworking spaces may differ in their options to allow meetings to occur in large and small rooms. Some rooms may be private to allow employees to have private meetings in coworking spaces to discuss sensitive information.

Are there certain types of meeting rooms I should book for certain types of meetings?

Companies that use coworking spaces for a meeting that comprises three people may book a small room. When you need to host a meeting that has ten people, select a large room. It is important for the rooms to be large enough for employees to work enjoyably because this helps retain staff.

What equipment do rooms have to help with meetings?

Rooms have different equipment to help meet the needs of companies that have unique needs. A conference room coworking space may desks and phones in an open setting. Some meetings may occur that don’t require any equipment and staff may feel comfortable at a small table near a coffee bar.


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