Meeting Room Layouts

I thought I would take some time to write about meeting room layouts. When planning an event its important to know some basic guidelines of types of setups you can have in a room. It also helps determining if it's the right setup for your type of meeting or event.


 Theater StyleSeats or chairs in rows facing a stage area, head table, or speaker (with no conference table)

Used for 
This is the most efficient set-up when the attendees will act as an audience. This set-up is not recommended for food events or if note taking is required. 

Set-up hints 
This is a very flexible room set-up. Rows can be circular, semi-circular, straight, or angled toward the focal point. 
Offset each row so that attendees don’t have to look over the person in front of them (this will increase the space required). 
If using banquet type chairs, space them 3” to 6” apart as these chairs are normally narrower than most people’s bodies. 
If you have the space, allow for 24” between rows to allow attendees easy movement in and out of the row. 

Pros 
Good for large groups when reading/writing are not required 

Cons 
Elevation changes needed for large groups 
No writing surface 
Minimal group interaction


 U-Shape
A series of conference tables set in the shape of the letter U, with chairs around the outside.
Used for 
This layout style is often used for Board of Directors meetings, committee meetings, or discussion groups where there is a speaker, audio-visual presentation or other focal point. 
Set-up hints 
A minimum of 2’ of table space is required per attendee. 
Skirt the inside of the “U” if attendees are being seated only on the outside. 
Avoid the “U” set-up for groups greater than 25, as the sides of the “U” become too long and may not promote participation from all attendees. 
Pros 
Good work space 
Good interaction between participants 
Ideal when audio-visual or speakers are involved 
Cons 
Not ideal for larger group


 Classroom Style
Rows of conference tables with chairs facing the front of a room (and usually a speaker), providing writing space for each person.
Used for 
This room set-up is ideal for note taking, meetings requiring multiple handouts or reference materials, or other tools such as laptop computers. This is the most comfortable set-up for long sessions and allows refreshments to be placed within reach of each attendee. 
Set-up hints 
Tables that extend beyond the stage or podium should be angled toward the speaker. 
Allow for approximately 2’ of space per person at each table. (More space may be required depending on the amount of materials). 
Minimum space between tables is 3’. Provide 3½’ if space allows, for ease of movement in and out of rows. 
Pros 
Presenter can see all participants 
Accommodates large groups in less space 
Cons 
Minimal interaction possible 
Participants only see each other’s backs

 Boardroom Style
A rectangular or oval table set up with chairs around all sides and ends.

Used for 
This table layout is often used for Board of Directors meetings, committee meetings, or discussion groups. 

Set-up hints 
Many facilities offer rooms with permanent conference tables in a variety of shapes.
If these are not available, standard conference tables can be placed together to form a square, rectangle or hollow square. 
Remember, the larger the set-up, the harder it is for attendees to see others at the end opposite them. 

Pros 
Good work space 
Good working atmosphere 
Good interaction between participants 

Cons 
Not ideal for audio-visual presentations 
Not ideal for speakers 
Not ideal for larger groups