How to set up a conference or meeting room


The conference or meeting room is a strategic place for every company. It is the place where many important decisions are made, information is communicated, ideas are born and projects are carried out. It is therefore a place that must represent the company and its values, but also allow employees to feel comfortable in order to work well. 

The objective of a meeting room is to ensure the physical, visual and auditory comfort of your audience. Tables, chairs, decor and the atmosphere of the room are all elements to be taken into consideration when planning and designing your meeting or conference room.


Importance of designing your meeting or conference space

An employee spends an average of 8 hours per week in meetings, which is more than 20% of his working time. The design of your meeting or conference space is of great importance because, for your employees as well as for your clients and partners, the meeting room is a space that must be welcoming and conducive to collaboration.

Designing your conference rooms is all about transforming them into warm and pleasant environments to attract more clients and provide your employees with a place where they can be inspired as well as be more creative and productive.  


What do you need in a conference room?

To ensure that your meetings run smoothly, your conference room must have the necessary equipment to ensure the comfort of your employees, suppliers, partners, and customers.

Here are the main elements that a functional conference room should have:

Office furniture

Office furniture is the most important element in a meeting or conference room. Setting up your room with the right table and comfortable chairs is essential. Consider a conference table and matching conference chairs or armchairs, but most importantly, they should be the right size so as not to clutter the space. 

Be sure to choose ergonomic chairs that are comfortable and durable to maximize your employees’ comfort. Choosing the right meeting table also depends on the variety of configurations and uses of your meeting room. Depending on the design of the meeting space, different colors and materials are available: wood, glass, white, grey, etc. For better harmony, choose chairs that match the table and furniture.

Office furniture for your conference rooms


During a meeting, one or more presentations can take place. To ensure a good quality presentation, a reliable projection system is essential. A video projector and a projection screen adapted to the room are key elements in meeting room. 

Audiovisual equipment

If your presentation requires auditory support, it is necessary to set up an adequate sound system according to the size of the meeting room and the number of participants. A bad sound system will make you lose the attention of your audience very quickly.

In this sense, make sure that the speakers and microphones are working properly, both for the presenters and for the participants who may intervene or ask questions. Check all cables and ports to ensure good acoustics and avoid noise pollution. 

Audio or video conferencing equipment

If you have remote participants who join meetings virtually, having audio and video conferencing facilities in place is very important to enable you to exchange and cooperate with your remote teams. 

Coffee machine or kettle

To meet the needs of your employees and to welcome your potential clients, have a coffee maker or tea kettle available to provide them with hot beverages that will keep them alert and focused throughout the meeting.


Aspects to focus on in a meeting room


The first rule not to be neglected is comfort. Indeed, to ensure the concentration of the participants, your furniture must be comfortable. It is therefore essential to have chairs adapted to the duration of the meetings, as well as to leave space for people to walk and stretch their legs if necessary.


The lighting not only helps to brighten up the room, but also provides good visibility and allows participants to take notes in good conditions.


With digitalization invading work spaces and to ensure the smooth running of meetings, it is essential to use efficient work tools (telephone installations, projection systems, computer connections, etc.). 

The atmosphere

The atmosphere can be very important in a meeting room as it can generate creativity and brainstorming. To make your employees feel at ease, choose furniture that is solid and comfortable, but that adds a warm note to the atmosphere (wooden furniture, etc.). 


In meetings that last several hours, it is important to provide circulation areas that allow for relaxation and movement without creating a distraction or disturbance for other participants.


A poorly ventilated meeting room can impair employees’ ability to concentrate. This is why it is essential to provide a ventilation system in the space that renews the air (windows, air conditioning system, etc.). 


What are the best colors for a conference room?

The color of your meeting room has an impact on the atmosphere of the room and can inspire creativity, improve productivity and morale. Here is a list of colors to prioritize:

 Neutral tones

Neutral tones including black, white, grey, or brown are classic colors found throughout the office. However, using too many dark tones can reduce the energy and too many light tones can take away from the charm of the room. Neutral tones are best used when accompanied by other brighter colors to make the latter stand out and make the whole space more cohesive.


Blue is a popular color in the workplace as it tends to inspire peace and relaxation as well as reduce anxiety and stress levels. It is a color that inspires loyalty and trust, hence its use in work environments. In general, blue is a good option for your conference room, as it creates a comfortable and welcoming environment. However, avoid darker shades of blue, as they can have the opposite effect.


Green is also quite popular in the workplace as it is a color that inspires nature, freshness, vitality and energy. Likewise, it’s an eye-friendly color that helps reduce eye strain from constant exposure to computer screens. You can never go wrong with green. The darker shades promote concentration, while the lighter shades stimulate energy.


As one of the brightest and most cheerful colors, yellow exudes energy and improves your team’s creativity and productivity. However, beware of overly bright tones that can create feelings of frustration.


Similar to yellow, orange is a bright, energetic color associated with warmth and light. It can stimulate your team’s creativity and increase their enthusiasm. If used correctly, this color can also give a very modern look to your space. In conference or meeting rooms where participants spend a lot of time, it is advisable to use orange as an accent color, as it can also have appetite stimulating effects.


4 tips for setting up a conference room


To ensure that your meeting space is conducive to collaboration and sharing, here are 4 essential tips for setting up your conference room properly:

Create an elegant and functional space

When designing a meeting room, the goal is not only to create a functional space, but also a stylish space that inspires exchange and productivity. In this sense, the choice of office furniture is crucial to create a comfortable and functional environment as well as a friendly atmosphere.

Facilitate exchange between employees 

To encourage exchanges between employees, your meeting or conference room must be designed according to their needs so that they feel comfortable. The space must therefore be arranged in such a way as to optimize employee exchanges, allow for the free movement of employees and accommodate additional people if necessary.

Highlight your brand and values

Every room in your company must reflect its image and values. The conference room is no exception to this rule. The design of a successful meeting room allows you to attract future customers or partners. To highlight your company, consider displaying your company logo, dynamic and/or inspiring phrases, etc.

Equip your room and take care of the decor

Equipment and decor are just as important as the office furniture in a meeting room. Companies are increasingly favoring warm and relaxed work spaces. For this reason, consider equipping your conference room with brainstorming tools such as flip charts, pouffes, etc., but also with decorative elements such as plants, dynamic posters, etc.

Having the right office furniture and decor will ensure that your meeting or conference rooms create a creative, inspiring and productive environment where employees can easily collaborate or exchange ideas.