Tips on How To Design A Conference Room For The Modern Office

Companies cannot function without conference rooms. In addition to providing a space for ideas to develop, they also allow employees to organize and collaborate on projects together. As well as being used for meetings with potential customers, they serve as salesrooms. When coming up with the ideal conference room design plan, numerous factors should be considered and taken into account. What will the main function of the conference room be? What is the expected user base? Which technologies are required? Here are some conference room design tips for getting everything just right.

Modern conference rooms are still an essential part of today's workplace. This is true even though many workers prefer relaxed office environments. Most conference room design trends facilitate discussions, impromptu meetings, and formal gatherings while accommodating as many people as possible. Meeting rooms are an integral part of any office; here are our conference room design tips for pulling it all together.  

1. Layouts

Layouts form the first part of all conference room design ideas. Conference rooms should be located in the right spot. A centrally located conference room should be easily accessible by all employees without being in an area where meetings might be disrupted, such as next to the cafeteria. 

Also, the conference room location would depend on the number of people who would be attending. When your client needs a large room that accommodates 16 people instead of only 8, you'll have to build/find a large enough room to accommodate all 16 guests.

2. Lights

It is always better to use natural lighting over artificial lighting. Projectors and screens will almost certainly be used in conference rooms for presentations. During presentations, blinds or shades should be used to block out sun glare.

Add some form of artificial lighting to the room for the evenings. Otherwise, you could add minimal overhead lights and blinds on the windows. These should be OLED bulbs that don’t generate much heat and complement the room.

3. Table and chairs

We’ve now upgraded to smartboards, screens, and video conferencing gadgets. For comfortable meetings, ensure that there’s enough distance between the screen and its viewers. Also, ensure that all wires, cables, and accessories are kept out of the way. Tables that are round or square keep people closer together and facilitate brainstorming.

Using a single standing desk won’t suffice; you need to add many of them together. You do, however, get co-joined pieces that double as conferencing desks. As for the conference room chairs, look for the most ergonomic office chair design instead of tiered seating. Usually, the ideal ergonomic chair won’t have too many seating adjustments.

They should, however, permit the same level seating height and let you view all areas of the room. The one factor you can play around with is the style and color: a nice red conference chair to match the rest of the office décor?

4. Décor

The décor used in the conference room should match everything thin else used in the office. Usually, most companies now prefer a vibrant, playful setup as this sparks creativity. This design outlook might work for tech startups, advertising, or web designing agencies where professional energy is required.

However, if you’re running a serious business, the conference room needs a more conservative outlook. It’s the place where you meet clients, so factor in their needs as well. Ensure that all involved in the meetings have enough room to sit, get up and walk around. It would help to have an estimate ready about how many people would be showing up.

5. Technology

The technology you use is what adds real value to your conference room. This includes the devices, projector screen, internet connectivity, and wires that hold them together. First, list out all of the devices you have and what you intend on using the most.

The technological framework must be customizable, so you can add or remove devices as required. Next, consider how you will position all those smart boards, screens to make things more comfortable. Ensure that you have backup options ready in case your primary medium develops issues.     

6. Other amenities

If you have the space, then provide additional amenities that would make longer brainstorming sessions more bearable. Make your colleagues as comfortable as possible by adding a refrigerator filled with snacks or drinks. The tables could even be fitted with mini-cabinets, where colleagues can stash their belongings or meeting requirements.  

Food and beverages might work if you have longer sessions or meetings. If the room is on the smaller side, you may have to forego this. You can schedule breaks, especially when the meetings tend to run a little longer than expected. If that’s the case, would it be ideal to have the room next to the cafeteria?  

7. Design consistency

Once you have decided on a design outlook – playful or reliable – ensure that the entire room reflects it. It should capture the attention of the client and encourage creativity, all while maintaining a sense of authenticity.  

8. Carry out a test run

Preparation is crucial – while planning out your conference room and long after it’s been set up. This preparedness is critical to the success of important meetings. Doing a quick test run will help you identify technical issues and resolve them before they get too big.

This step is as easy as running a mock meeting just before you get in touch with clients. Test out how your presentation will be displayed and interacted with. Ask colleagues to step in and give their feedback.