Conference Room Setup: How important it is to organize an Important Meeting with the Proper Conference Table

July 2nd, 2007

For any conference to be effectively delivered and attended, the conference tables and chairs must be setup strategically. Without doing so, some participants will have difficulties paying attention whereas some may even fall asleep. The following are key points to consider in properly organizing the conference venue:

  1. Table Size – The conference tables of choice should comfortably accommodate all the participants. It should not be cramped and each member should have at least an arm’s length of distance apart.

  2. Chairs – It is important to make sure that all participants have a seat allotted for each of them. They should equally have comfortable distance from each other so that they may freely adjust their postures for the duration of the meeting. Various chair types are also available from simple chairs to executive types.

  3. Table Shape – While most tables are rectangular, considering other sizes is just as important to keep participants engaged. Imagine for a moment that 15 people are participating; having them seated on either side of a rectangular table would prevent all of them to see the presentation and speaker effectively, likely leaving them leaning forward or backwards just to get the full view. The following are other available table shapes for various purposes:

    1. Rectangular Narrow – ideal for sit-down meetings, without much need for taking notes/reading folders.

    2. Rectangular Wide – ideal for sit-down meetings where there is enough room for each participant’s notes, folders, and some refreshments.

    3. Oval – provides ample space for presentation folders, refreshments, and other personal paraphernalia.

    4. Boat-Shaped – ideal for meetings that involve presentations where participants will have a good view of the speaker and the presentation, without the need to lean forward or back.