A conference room equipment checklist is adopted by most corporate event organizers to ensure that all equipment and fixtures required for a conference or meeting are available and ready to use.
The key to a successful meeting is the presentation of the meeting room equipment. Meetings do not end at the slide presentation but also wanting the meeting room to feel ready before the attendees sit down — long before the meeting begins.
On the other hand, no one enjoys meetings, but do you know what makes them worse? A poorly organized meeting room or conference room.
Everything from a lack of chairs to a poor speaker can make meeting attendees nervous. If you are searching for a meeting room, make it easier on the participants by doing a thorough job.
We’re here to assist you; visit The Zone for functional and well-equipped meeting rooms.
Stay with us as we take you through the specifics of a meeting room equipment list
Conference Room Equipment Checklist
You should book your meeting/conference room as soon as possible and double-check the reservation days before your event or meeting.
You can check these five essential tips for booking the perfect meeting room.
We know you know you need chairs and tables, but we’ll remind you anyway. No one enjoys standing in long meetings, and no one wants to be crammed between two coworkers.
Count the number of attendees and keep extra chairs on hand just in case. Make sure the chairs are properly spaced, Covid cases haven’t ended yet, and breathing should be easy.
If laptops are involved, arrange for larger tables or a large conference table.
We’re talking about power, WiFi, sockets, adapters, and cables.
All types of meetings may require WiFi, so be sure that your venue has appropriate cables and wireless routers, especially if you intend to set up a single room that can accommodate multiple meetings.
Sockets that can accept a variety of plugs are required. Maintain a supply of electrical extension boards on hand. Finally, make sure there is a plug within easy reach: you want participants to stay within half the room to plug in their laptops or devices.
Audiovisual (AV) Services
In today’s meeting rooms, a well-configured AV system is essential. Place speakers strategically and make sure they are of high quality; you don’t want participants straining their ears while listening.
It’s not enough to just set up the equipment: make sure the audio and visuals are clear. The text should be legible, and the sound should be audible to the back of the room. Keep a few microphones on hand as well.
Participants will likely forget to bring writing materials, and failing to take notes during any meeting can harm the meeting’s outcome. Therefore, make sure that papers and pens are available on the meeting room tables.
Whiteboard markers or blackboard chalk, dusters, and ink [if needed] are also required. Interactive whiteboard displays are a multidimensional communication platform that improves workflows, encourages collaboration, and facilitates easy content sharing.
Shared Writing Surface
A shared writing surface can be helpful in both small and large meetings. It allows participants to share and explain ideas in real time during a session.
At the very least, your meeting room should have a whiteboard or chalkboard.
Provide the necessary refreshments in the room. A coffee machine, an electric kettle, water, mint candy, and other similar items will come in handy, especially during long meetings.
Attendees should always be alert and focused for the session; ensure they have everything they need!
Considerations for COVID
The pandemic’s traces can still be seen worldwide, so ensuring that your conference space meets the necessary standards is critical. Make it spacious and include COVID prevention guidelines.
Disposable masks should be kept in meeting rooms, and sanitisers should be available.
Conference Room Set-Up Styles
Specific conference room set-ups or seating styles are better suited for various group sizes. The layouts of your conference rooms are critical.
They should be carefully considered and chosen based on the audience’s size, the conference’s purpose, and the venue’s layout.
Types of Seating Arrangements
1. Boardroom seating style
Boardroom seating is a style with a rectangular or oval table in the center, chairs around it and is appropriate for 25 people.
It is often used for agenda-driven meetings or video conferencing. Because this style allows for proximity to one another, it is suitable for shorter sessions involving open discussion, such as focus groups.
It is a conference room style to consider if your conference includes workshop sessions that rely on a small group of people talking things out.
2. Auditorium-style seating
This style comes to mind when you think of a traditional conference. Most TED talks are in an auditorium style (also known as “theatre-style”).
There is a central stage or spot for the speaker, similar to a theatre, with the audience seated in a straight or semi-circular row facing the stage. This auditorium design is ideal for one-way knowledge sharing or audio-visual presentations.
3. The classroom seating style
The classroom style is best for larger groups. The classroom meeting room combines elements of several other types of conference rooms.
The audience is still seated in rows, facing one main central speaker, but there are now tables in front of them for note-taking and other tasks.
4. Banquet-style seating
When you hear the word “banquet,” you most likely have an image in your mind. This conference room design is primarily based on a large, open room with numerous (usually round) tables.
Depending on the room’s purpose, these tables can accommodate up to 8 and a maximum of 10 chairs and are ideal for occasions or meetings involving meals or small group breakout discussions.
5. U-shaped design
The U-shaped conference room is made up of a series of rectangular tables placed from one end to another end to form a “U” shape.
The chairs are placed on the outside edges and are appropriate for presentations, video conferences, and training sessions. This style of seating is a very adaptable conference room design.
It’s ideal for more intimate presentations where multiple speakers take turns entering the Centre space.
At The Zone , our halls and meeting rooms are equipped with modern business and event support technologies, skillfully designed to suit your needs.
The Zone offers support technologies like; Multimedia, Flipchart and marker, Projector screens, Internet access, Audio Visual room, Microphones, etc. and depending on the seating arrangement of your conference or meetings, our halls can accommodate participants ranging from 2-700 guests.
Hosting your meetings and conferences at our space makes your planning much less tedious, and essential amenities make our space an excellent venue for your next event.