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What to consider when creating a meeting room space

If you are currently thinking about your office layout and how you can create a safe and efficient environment for your staff to return to, then you are probably also thinking about your meetings rooms layout.

Meetings are essential for the growth and expansion of any business of any size and therefore hold great significance. A meeting area that is comfortable, stylish, and fully equipped will help you communicate better and build relationships. It can effectively lead to attracting clients or finalising import deals.

In this blog we will outline different aspects of meeting rooms that can contribute to a successful meeting.


Lighting can play an important role in the overall experience. Soft lighting may be good for reading and viewing of screens, but it might also cause participants to doze off. Boardrooms might require more brightness, and rooms with projectors might require dimming lights. For rooms that are designed to have comfortable spaces, softer lighting is often necessary.

We need to understand the purpose of the room and the meetings to create the ideal lighting. Also, if the space being used to create a meeting area benefits from natural light, you might have to look at reducing the light with blinds. But if it is a space with no windows, lighting must be a primary consideration in the design process.

Heating and Cooling

The heating, ventilating, and air conditioning system of a room can often be the most difficult thing to regulate. Especially in today’s world, where clean air ventilation will be a priority when people meet indoors, it is very important to consider these aspects at the start of the design process.

We would suggest that it is best to start with a cooler environment at the beginning of the meeting because it is only going to get warmer with extra people in the room. Also, people are less likely to doze off when they are feeling slightly cool.


We have often found that one of the most neglected aspects of meeting rooms design is sound management. Think about room noises like echoing, scraping from moving furniture and the quality of the sound that is coming from the speakers. Meeting rooms that are designed without sound management often have unwanted side effects.

Of course, it is near impossible to eliminate all room noises and distractions, but by getting rid of as many as possible, you can help create the best environment. Think about wall or ceiling mounted acoustical panels that are effective at keeping some sounds out, like traffic noises office noises outside of the meeting room.


You want to make a good impression to anyone who spends time in your meeting room. Purchasing comfortable chairs is an important part. Here are some things to consider when you are looking for meeting room chairs.

Materials: There are many types of materials to choose from. Think about leather, wood, mesh, metal and vinyl. Leather is usually a highly desired material choice for chairs because it is comfortable and durable. However, each material has its own benefits.

Ergonomics & Aesthetics: Ergonomics are all about designing or arranging places or products so that they fit the people who use them. Seat height, back support and armrests. If participants are comfortable, they will be more focused on the meeting content and willing to interact. Aesthetics are all about the look of the chairs. A good meeting room will have a great design as well. It is important to get the balance right between these two factors.

Wheels: People in a meeting want to be able to easily turn their chair to see who is speaking or talk to the person next to them. So, it would be great to have chairs with wheels. Having durable wheels is necessary for ease of movement in the meeting room.

Does standing help? Standing keeps the energy high and helps the team to stay focused. It is good practice not to let people come in and sit down till the bitter end of the meeting. Attendees who stand up have higher levels of engagement and creativity. Therefore, when considering chairs and seating areas, also thinking about a space in the meeting room for people to stand and interact.

Will you need a screen?

The screen is often the one thing people look at the most, so choose it carefully. It should be big enough for everyone to see, from the front to the back, but not overwhelming. Consider the right projector screen type and whether it should it be mounted on the wall or on the ceiling. And one thing we always remind our clients, don’t forget to consider cables, controls and speaker mounts.

We hope this blog has been useful in understanding what things to consider when you’re going to plan a meeting room space. Of course, don’t forget to make the room look awesome as well, for example by using quotes and colours. You’ll make a positive impression and people will be inspired when entering the room.

If you require any assistance in planning your space, simply contact us and we will use our extensive experience and knowledge to help you build a fantastic and safe workspace.

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