Meeting Room Layout Considerations
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The 3 vital factors to remember when selecting and arranging seating for your meeting.
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Meeting Room Layout Considerations
- 1. SELECTING AND ARRANGING A MEETING ROOM Some issues to consider
- 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. CRITICAL CRITERIA Safety View Comfort
- 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. SPOT THE SAFETY HAZARDS EXIT Projector
- 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. SPOT THE SAFETY HAZARDS EXIT Projector
- 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. SITTING IN A ROW Too many attendees seated in a row have no direct view of each other
- 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. 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. COMFORT Red seats have to turn to view screen and facilitator Blue seats line of vision obstructed by 3 people Yellow seats facing directly at window
- 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. 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. SEATING IN VIDEO CONFERENCES Arrange seats to make it seem like everyone is in the same room. A semi circle in each venue is ideal