Choose the best room layout for your meeting
Which meeting room setup suits your meeting?
Which meeting room setup suits your meeting?
Discover the differences
The right meeting room setup supports the goal and flow of your meeting. The layout determines how participants sit facing each other and the speaker, how much workspace is available, and the level of interaction possible. A boardroom setup encourages discussion and decision-making, while a theater setup focuses all attention on the stage or presentation screen.
Therefore, think in advance about what participants will do during the meeting. Should they mainly listen, actively discuss, take notes, work individually, or move freely around the room? Also, consider sightlines, audiovisual equipment, walking space, catering, and any breakout sessions.
Below, you will discover the main meeting room setups. For each layout, you can read which meetings it is suitable for and what considerations you should take into account. The exact capacity varies per location.
Boardroom setup
Suitable for: executive meetings, board meetings, and management discussions
In a boardroom setup, all participants sit around one central table. Everyone can see each other well and has enough space for a laptop, documents, and notes. This makes this setup suitable for meetings where discussion, interaction, and joint decision-making are central.
A boardroom setup is ideal for executive meetings, management discussions, board meetings, interviews, and small-scale strategy sessions. For larger groups, this meeting setup is less suitable because the distance between participants increases quickly.
U-shape setup
Suitable for: training sessions, workshops, interactive presentations, and strategy sessions
In a U-shape setup, the tables form the shape of the letter U. The open side faces the speaker, trainer, or presentation screen. Participants have their own workspace and can see both the presentation and a large part of the group well.
This room setup combines presenting with interaction. The open space in the middle can be used for explanations, demonstrations, or exercises. Keep in mind that a U-shape setup takes up relatively more floor space.
Carré setup
Suitable for: group discussions, team meetings, committee meetings, and round-table discussions
In a carré setup, the tables are arranged in a closed square or rectangle. All participants are facing each other, creating an egalitarian setting. There is no clear position at the head of the table.
The carré setup supports conversations where every participant actively contributes. The tables provide enough space for documents, laptops, and other materials. Due to the closed middle, this setup is less suitable for a presentation with one central speaker.
Theater setup
Suitable for: conferences, seminars, lectures, product presentations, and staff meetings
In a theater setup, the chairs are arranged in rows facing a stage, speaker, or presentation screen. Since no tables are used, the available space is used efficiently, and relatively many participants can be accommodated.
The focus is entirely on the front of the room. Therefore, the theater setup is very suitable for plenary program elements but less for extensive discussions or writing. Digital documentation can be a practical alternative when participants have no workspace.
Cabaret setup
Suitable for: interactive presentations, workshops, knowledge sessions, and conferences with group assignments
In a cabaret setup, participants sit in small groups at round or rectangular tables. The chairs facing away from the stage are omitted so that everyone has a good view of the speaker and the presentation screen.
This meeting room setup combines a central presentation with the possibility to take notes and work together at the table. The cabaret setup takes up more space than a theater setup but offers significantly more opportunities for interaction.
School setup
Suitable for: courses, training sessions, classroom-style workshops, and informative presentations
In a school setup, tables and chairs are arranged in straight rows behind each other. All participants face the trainer, speaker, or screen and have their own workspace.
This room setup supports concentration and is useful when participants need to write a lot, work with a laptop, or use teaching materials. Spontaneous interaction is more limited. Therefore, separate breakout rooms or another setup might be necessary for group assignments.
Exam setup
Suitable for: exams, written tests, assessments, and certification processes
In an exam setup, each participant has a separate workstation. The tables are placed with sufficient distance from each other so that participants can work calmly and independently.
Good lighting, minimal distractions, and an orderly arrangement are important in this setup. The required space per participant is larger than in many other meeting setups. Therefore, the possible capacity must always be determined per room.
Reception setup
Suitable for: networking events, business receptions, product launches, and informal closures
In a reception setup, guests primarily stand, and standing tables are distributed throughout the space. The open layout encourages movement and makes it easy to meet different people.
This room setup offers plenty of space for informal conversations but is less suitable for a long presentation. If there is a central programme component, then ensure good visibility of the speaker, clear sound amplification, and possibly a limited number of seats.
Gala setup
Suitable for: business dinners, award shows, anniversaries, and festive conference closings.
In a gala setup, guests sit at tastefully set tables. The room layout is adjusted to the dinner, service, and any program components, such as speeches, entertainment, or an award ceremony.
Sufficient space between tables is important for the movement of guests and service staff. Also, consider sightlines to the stage and space for audiovisual resources. If a drink or party follows the dinner, a bar, dance floor, or lounge area can be added to the setup.
The best room setup depends on the purpose of your meeting, the number of participants, and the desired interaction. Do you mainly want to consult and make decisions? Then a boardroom, carré, or U-shape setup is suitable. For a presentation to a larger audience, a theater setup is obvious. A cabaret or school setup provides enough workspace for training sessions and workshops.
A program can also combine multiple room setups. For example, start a conference in a theater setup and then divide participants into cabaret or U-shape setups for workshops. The day can then conclude with a reception or gala dinner.
Van der Valk Business helps you find a meeting room and room setup that match your group size and program. The exact possibilities and capacity are tailored to the chosen space.
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