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SELECTING AND ARRANGING A               MEETING ROOMSome issues to consider
KEY QUESTIONS    How many Attendees are     coming to the meeting?    What layout is the best     compromise of     View...
CRITICAL CRITERIA     Safety     View     Comfort
SAFETY    Clear access and marking of Exits    Exits are able to be opened    Exits lead to routes to safety    No tri...
SPOT THE SAFETYHAZARDS                  EXIT     Projector
SAFETY HAZARDS Table blocking fire exit Cable is tripping hazard Some tables blocking routes to exit Some tables too c...
SPOT THE SAFETYHAZARDS                  EXIT     Projector
VIEW   Ideally:   All attendees can see a screen and flip charts   Attendees can see each other   Facilitator can see and ...
SITTING IN A ROW  Too many attendees seated in a  row have no direct view of each  other
POWER POSITIONS             c  The ‘so-called’ power positions are difficult to avoid.  You could remove 4 here but would ...
VIEW All seats can clearly see presentations. Attendees have unobscured views of each other A facilitator can directly ...
COMFORTRed seats have to turn to view screen and facilitatorBlue seats line of vision obstructed by 3 peopleYellow seats f...
COMFORT Attendees with their back facing the front of the room  leads to neck and back pain Facing directly at a window ...
WINDOWS Daylight keeps attendees  more alert For visuals curtains might  be needed to improve the  view Bright light le...
SEATING IN VIDEOCONFERENCESArrange seats to make it seem like everyone is in the sameroom.A semi circle in each venue is i...
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Meeting Room Layout Considerations

The 3 vital factors to remember when selecting and arranging seating for your meeting.

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Meeting Room Layout Considerations

  1. 1. SELECTING AND ARRANGING A MEETING ROOMSome issues to consider
  2. 2. KEY QUESTIONS  How many Attendees are coming to the meeting?  What layout is the best compromise of View, Safety and Comfort?  Will there be presentations?  How can the room choice or layout enhance your meeting?  Could or will some people attend virtually, how can this best be accommodated
  3. 3. CRITICAL CRITERIA  Safety  View  Comfort
  4. 4. SAFETY  Clear access and marking of Exits  Exits are able to be opened  Exits lead to routes to safety  No tripping hazards, cables, bags, flip charts
  5. 5. SPOT THE SAFETYHAZARDS EXIT Projector
  6. 6. SAFETY HAZARDS Table blocking fire exit Cable is tripping hazard Some tables blocking routes to exit Some tables too close together Flipchart blocking view of exit
  7. 7. SPOT THE SAFETYHAZARDS EXIT Projector
  8. 8. VIEW Ideally: All attendees can see a screen and flip charts Attendees can see each other Facilitator can see and be seen by all
  9. 9. SITTING IN A ROW Too many attendees seated in a row have no direct view of each other
  10. 10. POWER POSITIONS c The ‘so-called’ power positions are difficult to avoid. You could remove 4 here but would take capacity down to 9
  11. 11. VIEW All seats can clearly see presentations. Attendees have unobscured views of each other A facilitator can directly see all attendees and attendees can see him or her
  12. 12. COMFORTRed seats have to turn to view screen and facilitatorBlue seats line of vision obstructed by 3 peopleYellow seats facing directly at window
  13. 13. COMFORT Attendees with their back facing the front of the room leads to neck and back pain Facing directly at a window can strain the eyes Meeting Room chairs are notoriously hard and periodic movement is important No layout like this can give uninterrupted views without straining Too many attendees at one table can be uncomfortable and cramped
  14. 14. WINDOWS Daylight keeps attendees more alert For visuals curtains might be needed to improve the view Bright light leads to eye strain Outside activity can be distracting Looking at attendees backs to windows makes faces unclear as eyes compensate for light
  15. 15. SEATING IN VIDEOCONFERENCESArrange seats to make it seem like everyone is in the sameroom.A semi circle in each venue is ideal

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