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Conference Table & Meeting Room Layouts
Here's a helpful reference guide to the different kinds of meeting room types and layouts and the way the conference tables are arranged.
TheaterSeats 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 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-ShapeA series of conference tables set in the shape of the letter U, with chairs around the outside.
Used for
This set-up 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
ClassroomRows of conference tables with chairs facing the front of a room (and usually a speaker), providing writing space for each person.
Used for
This 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
Conference or BoardroomA rectangular or oval table set up with chairs around all sides and ends.
Used for
This set-up 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
HollowSquare conference tables arranged in a square (or rectangle), leaving the center open. Chairs are placed around the outside of the tables.
Reception or CocktailSmall, round cocktail/reception tables (usually 15-30 inches or 38-76 centimeters in diameter) with chairs.
Banquet RoundsA group of round tables, each seating 6-10 people, set to facilitate serving food, usually in a hexagonal or square pattern.
Space Calculator Tool - Useful tool that makes suggested space requirements for a given room layout.
