MEETING ROOM

One dictionary defines a meeting as an

act or process of coming together as

an assembly for a common purpose.

A meeting is a gathering of two or

more people that has been convened

for the purpose of achieving a common

goal through verbal interaction, such

as sharing information or reaching

agreement. Meetings may occur face

to face or virtually, as mediated by

communications technology, such as a

telephone conference call, a skyped

conference call or a videoconference.

MEETING ROOMSPresentation room

Board room

Conference room

Interview room

Lecturer room

Conference Rooms

- Conference rooms typically come

equipped with a stage and enough seating

to comfortably accommodate your

expected turnout. Most venues have

conference rooms that vary in size, and you

will probably have to select a "minimum

participant" number when reserving your

space.

-Structure: –Conference table & chairs –

Whiteboard on wall adjacent to screen –

Screen & permanently installed projector –

Spot lighting above table •Florescent

lighting that can be switched off –Power

strip without underfoot wires (safety) –

Network connection

Web/Video conferencing

Purpose: multi-site conference with

video –Similar to presentation room

with addition of video & audio

equipment •Structure: –Camera,

video monitors, etc. •Short “how

to”instruction manual with help

desk number –Multiple microphones

with mute switch –Sound deadening

wall material –Standard conference

table & chairs –Whiteboard and/or

flip chart

Presentation room

These are sometimes also referred to as

"standard meeting rooms."Presentation rooms

usually come equipped with a U-shaped table

that is large enough for the number of

participants that you schedule to be present.

These rooms are perfect for a presentation

as well as a standard group meeting.

Structure: –Conference table & chairs –

Whiteboard on wall adjacent to screen –

Screen & permanently installed projector –

Spot lighting above table •Florescent lighting

that can be switched off –Power strip without

underfoot wires (safety) –Network connection

Board room and

interview roomBoardrooms - Want to have the next big board

meeting somewhere new? Board rooms come fully

equipped and can generally accommodate any

expected number of individuals. Order in some

sandwiches and donuts to ensure a very

productive meeting!

Interview Rooms - Some venues offer one-on-one

interview rooms which offer great privacy and

top notch amenities.

DIFFERENT TYPES OF SEATING

ARRANGMENT FOR MEETING ROOMS

Crescent Rounds

o Definition ƒone side. Alternatively, a

banquet round table may be used without

chairs on the side closest to the speaker.

(This format would double the space

required.)

o Used for ƒ Ideal for a meeting with a

presentation involving small group

interaction.

o Set-up Hints ƒ Set as for a normal banquet

style function with at least 5’ between

tables. ƒ If full rounds are being used, place

no more than 6 chairs at the table

o Pros ƒ Ample work space ƒ Good local

interaction ƒ Good food and beverage set

o Cons ƒ Poor full-room interaction ƒ

Sound bleed from close-by tables

THEATRE STYLE

o Definition ƒChairs are lined up in rows facing a stage or other focal

point in the room. Stacking banquet style chairs are most often

used, but ergonomic chairs can be set in this manner. No tables are

used for the audience. ƒ 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.

o Set-up hints ƒ This is a very flexible set-up. Rows can be circular,

semi- circular, straight, or angled toward the focal point. ƒ Offset

each row so that attendees don’t have to look over the person in

front of them (this will increase the space required). ƒ If using

banquet type chairs, space them 3” to 6” apart as these chairs are

normally narrower than most people’s bodies. ƒ If you have the

space, allow for 24” between rows to allow attendees easy

movement in and out of the row.

o Pros ƒ Good for large groups when reading/writing are not

required- however can use AACP notebook portfolio for hard surface

o Cons ƒ Elevation changes needed for large groups ƒ No writing

surface ƒ Minimal group interaction

CLASS ROOM STYLEClassroom style o Definition ƒ Long, narrow tables are placed in rows with standard or ergonomic chairs on one side of the table facing a focal point.

o Used for ƒ 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.

o Set-up hints ƒ Tables that extend beyond the stage or podium should be angled toward the speaker. ƒ 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.

o Pros ƒ Presenter can see all participants ƒ Accommodates large groups in less space

o Cons ƒ Minimal interaction possible ƒ Participants only see each other’s backs

Conference Style

o Definition ƒ Conference Style basically means one table

where attendees are seated around all sides. This set-up

promotes dialogue between participants.

o Used for ƒ This set-up is often used for Board of

Directors meetings, committee meetings, or discussion

groups.

o Set-up hints ƒ Many facilities offer rooms with

permanent conference tables in a variety of shapes. ƒ

placed together to form a square, rectangle or hollow

square. ƒ Remember, the larger the set-up, the harder it

is for attendees to see others at the end opposite them.

o Pros ƒ Good work space ƒ Good working atmosphere ƒ

Good interaction between participants

o Cons ƒ Not ideal for audio-visual presentations ƒ Not

ideal for speakers ƒ Not ideal for larger groups

U-Shape

o Definition ƒ Rectangle tables are placed in a pattern

resembling the letter “U”. Chairs are most frequently

placed on the outside of the “U”, but it is possible to seat

attendees on all sides.

o Used for ƒ This set-up is often used for Board of Directors

meetings, committee meetings, or discussion groups where

there is a 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. � the “U”

become too long and may not promote participation from all

attendees.

o Pros ƒ Good work space ƒ Good interaction between

participants ƒ Ideal when audio-visual or speakers are

involved

o Cons ƒ Not ideal for larger groups

BASIC LIGHTING FOR CONFERENCE ROOMS WITH AUDIO

VISUAL TECHNOLOGY Conference Rooms with audio‐visual equipment installed should be designed

with a few basic lighting considerations. Preferably, a dimming system is

installed that provides multiple lighting zones and gives the user the ability to

select several different lighting scenes. PROJECTION SCREENS, FLAT PANEL

DISPLAYS & WHITEBOARDS While accent lighting along walls can be attractive,

care must be taken to not allow lighting to spill onto projection screens or

flat panel displays. If lights spill onto these surfaces, the images will tend to

get “washed out” and contrast ratios will be severely degraded. If projection

screens are motorized, and accent lighting is desired on the wall when the

screen is raised, then these lights should be on a separate zone with the

ability to be turned on, off or dimmed. If a whiteboard is placed on a wall,

lighting should be provided to evenly cover the board. If the Conference Room

has windows that allow sunlight to enter the room, care should be taken to

reduce the amount of sunlight that reaches the projection screen or flat

panel display. Curtains or shades on the windows should be used to reduce the

amount of sunlight in the room if the light spills onto screens or display

surface.

CREATIVE INTERIOR FOR MEETING ROOM

SHAIKH AMREEN 966

SHAIKH MUBASHSHIRA 971

ASMITA BHOSALE 806

CAMRON RODRIGUES 853

THANK YOU