Meeting room setup: how to design and what technologies to integrate

The meeting room is the beating heart of every company — a space where ideas take shape and decisions come to life.
A conference room is used for video calls, executive discussions, and other key moments like job interviews.

With the rise of smart working, the role of the meeting room has been redefined, becoming a flexible space that adapts to new needs for collaboration and communication.
The integration of office work with smart working practices has transformed meetings from physical encounters into virtual and hybrid experiences.

Today, the meeting room is both a physical and digital hub, reflecting the cultural shift in how companies approach work. It highlights the need to adapt to an increasingly dynamic and interconnected environment.
Setting up an effective meeting room is essential to keep up with today’s demands.

Benefits of creating a meeting room

Designing an effective meeting room within the workplace offers several key advantages for business success. This dedicated space facilitates discussion and collaboration, promotes clarity in decision-making processes, and reduces the risk of misunderstandings.

A meeting room acts as a catalyst for creativity and innovation, thanks to integrated technologies such as interactive displays and digital whiteboards, which add dynamism to each session.
Moreover, the flexibility to host virtual or hybrid meetings encourages participation from team members working remotely or from different locations, adapting to the evolving needs of today’s market.

Finally, the meeting room strengthens internal relationships, fostering personal connections among team members and contributing to a strong sense of belonging. In conclusion, investing in a well-designed meeting room is essential for business growth and success in today’s competitive landscape.

Which technologies to use?

First and foremost, it is essential to plan the space strategically. The layout of the furniture should promote visibility for all participants and foster an open, collaborative atmosphere. Choosing ergonomic tables and chairs will also improve comfort and focus during long meetings.

Integrating cutting-edge technologies is key to setting up an effective meeting room. These may include:

• Interactive displays: Allow real-time sharing and manipulation of digital content during meetings. These screens encourage engagement and enhance participation across the team.

• Digital whiteboards: Provide an innovative way to jot down and share ideas. They support collaborative use, enabling multiple users to contribute at once and improving visual communication.

• Projectors: Essential for clear viewing of presentations, documents, and data. As a cost-effective alternative, a LED TV with built-in speakers, cameras, and microphones can offer an all-in-one solution.

• Connectivity boxes: Enable easy connection of computers via HDMI, DisplayPort, or VGA to the meeting room display.

• High-definition cameras: Ideal cameras feature mechanical pan, tilt, and zoom functions to automatically focus on speakers, ensuring a high-quality, clean video feed.

• Adjustable lighting: Helps tailor the room’s atmosphere to the needs of the meeting, creating a more comfortable and focused environment and enhancing the overall experience.

• Fast and stable internet connection: Crucial for online tools, video conferencing, and efficient document sharing.

• Audio and video conferencing systems: These systems allow remote team members to join effectively, ensuring smooth and clear communication across distributed teams.

• Microphone systems: Ceiling-mounted “array” microphones automatically detect and focus on the speaker’s voice, allowing for natural, hands-free conversation.

• Wireless solutions: Simplify content sharing from multiple devices, reduce cable clutter, and increase flexibility during presentations and discussions.

• Meeting management systems: Dedicated platforms or software streamline the scheduling, organizing, and follow-up of meetings. They allow document sharing, note-taking, and workflow optimization.

Room layout types

The design and layout of a conference room play a crucial role in determining the flow and success of a meeting.

One of the most traditional setups is the “theater” layout, where chairs are arranged in parallel rows facing the stage or presentation area. This layout is ideal for formal speeches and front-facing presentations but may limit interaction between participants.

An alternative approach is the “U-shaped” layout, which creates an open arrangement that facilitates communication among attendees. Tables and chairs are arranged in an open “U” shape, encouraging active participation and idea-sharing—especially suitable for collaborative meetings and brainstorming sessions.

The “boardroom” layout is commonly chosen for executive meetings or decision-making sessions. In this configuration, a rectangular table allows all participants to have a clear view of the presenter or shared materials. However, it is not ideal for larger groups.

In recent years, advancements in communication technologies have introduced hybrid layouts, designed to accommodate modern working needs. The circular setup, for example, places participants in a circle, enhancing visual connection among all attendees. Often paired with videoconferencing technology, this model promotes active participation—even from virtual participants.

Lastly, the “cabaret” layout has been successfully adopted in more informal settings. Chairs are arranged around low tables, creating a relaxed atmosphere that encourages informal discussion. This format works well for interactive training sessions or workshops where collaboration is a central goal.

Interested in setting up a meeting room? We'll discuss it at MIR, April 12-14, 2026.