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The Ultimate Conference Room Setup Guide for 2024

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Author: Mike Walsh | CEO
The Ultimate Conference Room Setup Guide for 2024

Why It’s Importance to Provide a Quality Conference Room Setup

Who loves meetings at work? Anybody? Sure, we know that meetings aren’t fun, but they are important! When you schedule a meeting, you think about the details: content, agenda, attendees and desired outcomes. But have you considered the setup of your conference room? A well designed space can be efficient and enjoyable yet a poorly designed space creates a meeting worth leaving. But what should you consider creating a great space? Will attendees face the front of the room – or each other? And how will the seating be arranged? Does your technology work well with the room design?

All of these questions are extremely important as you consider conference room setup strategies – since the layout can make or break a meeting. You want to ensure that every attendee can see and hear each other as well as the presenter (if there is one), and that the room is equipped with the right audio-visual equipment.

Below is our Ultimate Conference Room Setup Guide to help you through the process so that you can optimize your space to provide the best meeting possible.

The Most Common Conference Room Setup Styles

Boardroom Style

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

DGI Conference Room Setup


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

DGI Conference Room Setup


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.

DGI Conference Room Setup

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.

DGI Conference Room Setup


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

DGI Conference Room Setup


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.

DGI Conference Room Setup

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:

  • How many attendees can you expect? Certain conference room layouts are better suited for different-sized groups. For example, classroom and auditorium styles are optimal for larger groups , whereas boardroom and hollow squares are appropriate for 20-30 people.
  • Is group interaction an essential part of the meeting? Certain setups, such as the U-shape or auditorium style, do not work well for group interaction. Banquet-style seating is ideal for group discussions, especially if attendees need to move between tables.
  • Will there be a facilitator or moderator? If someone is leading your workshop, discussion or presentation, it’s important to consider where this person will stand. You want to ensure that all attendees can see and hear the leader and their presentation.
  • Does the meeting need LED video wall or video conferencing capabilities? If so, you’ll want to consider a conference room layout that enables everyone to see easily, such as U-shape or classroom style.
  • Do you need a power supply? It’s important to think about whether you need to position your conference room setup near an outlet.

How Conference Room Equipment Can Influence Your Setup

In many meetings, conference room equipment is essential to success and productivity – but have you considered how it influences your setup? To maximize the potential of every meeting, your room needs to be personalized to the needs of your attendees.

If your meeting requires audio visual services such as video conferencing and interactive whiteboards, for example, it’s important to consider a classroom or U-shape setup so that everyone can easily see and hear.

Digital signage is a dynamic way to conduct virtual meetings and share content such as webinars, announcements and videos. If your LED video wall displays information that attendees don’t need to reference during the meeting, you have more flexibility with your conference room setup.

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Mike Walsh | CEO

Mike Walsh is a 15+ year veteran in the audio visual industry, bringing extensive knowledge of AV design, implementation, service and sales to DGI. Mike is high energy, providing leadership and driving innovation for the diverse divisions that make up our company. He’s also led a team that was recognized as the top integration firm serving educational markets in the country two years running.

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