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Conference rooms are used by big and little businesses for many different reasons.
They can be great for a one on one brain storming session, in which everything needed can be spread out and used for proper planning. They are also great for large company meetings or client meetings.
No matter how you choose to use a meeting room in your business, one thing for certain is that you will likely need one.
A conference room needs some planning when it comes to the design of the room. You have many different choices of room sizes and shapes.
Essentially, it depends on your space requirements, confinements, and your specific needs. When deciding on room designs, there are many things you need to take into consideration.
One thing you need to consider is the uses of the room. Will it be used for large corporate meetings or small brain storming sessions? Will the room be in use for client meetings? What conference furniture will you need? All of this will help you determine the size and design of your meeting room.
Another consideration you will need to take is how many people you expect to use the room at one time. The following are some room sizes and suggested occupancy. This will give you a good idea of sizes and what you might need for your conference rooms design.
Seating for 4 – 14 x 9
Seating for 8 – 18 x 14
Seating For 12 – 22 x 14
Seating for 14 – 19 x 14
Seating for 32 – 14 x 32
The above are no means requirements, just some helpful suggestions to help you get started. When considering size, you not only want to consider uses and number of people, but also the conference furniture and accessories you might want or need to include. When deciding on accessories, consider things that will be helpful when it comes to conducting meetings and other things that will keep you on task.
Some conference rooms furniture you might want may include:
- Tables
- Chairs
- Audio/Visual Screen (Portable or Permanent)
- White Boards
- Slide Projectors
- Telephone
- Overhead Projector
- Data Port
- Fax Machine
- Printer
- Shredder
- Audio or Video conference call equipment
- Computer
Your goal, when setting up your conference rooms, should be efficiency, comfort, and compatibility. You want the room to carry maximum efficiency.
What we mean by this is the fact that you do not want people having to get up, leave the meeting, just to fax something, call an important client, or print up a report. You want to make sure everything is at hand when needed.
Comfort is also a major factor. If you have to sit in a conference room for hours on end, you want to make sure the chairs are comfortable, the temperature is just right, and there is enough room for people to move within the room.
Some extras for long meetings might include a sink, refrigerator, or small kitchenette. These could be great for catering or getting those snacks for long brainstorming sessions.
Hotels are a great place for conference rooms as well. This is especially true for those very large meetings, weekend conferences, or those who simply do not have the space capabilities to include a conference room in their business. What is great about conference rooms is that you can likely get a great deal on price if you obtain it as part of a package.
Conferencing packages with hotels might include catering, if you need it. This could include cold or hot, self-serviced or full-service, with options including specific menus, finger foods, or even a full service buffet. You might get a great discount if you have attendees book rooms at the hotel and you might even be able to obtain a discount on those rooms as well.
Hotels can generally take care of all your conference rooms needs. They will likely have many choices when it comes to size, furniture, and accessories.
You essentially want to choose one that caters to your specific needs. Therefore, if you have 35 people attending your conference meeting, you will likely want several tables, a projector, screen, and telephone. Make sure you have an audio system as well, to ensure that everyone can hear you.
Related article: Video Conferencing Equipment Guide
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