MEETING ROOMOne dictionary defines a meeting as anact or process of coming together asan assembly for a common purpose.A meeting is a gathering of two ormore people that has been convenedfor the purpose of achieving a commongoal through verbal interaction, suchas sharing information or reachingagreement. Meetings may occur faceto face or virtually, as mediated bycommunications technology, such as atelephone conference call, a skypedconference call or a videoconference.
Conference Rooms- Conference rooms typically comeequipped with a stage and enough seatingto comfortably accommodate yourexpected turnout. Most venues haveconference rooms that vary in size, and youwill probably have to select a "minimumparticipant" number when reserving yourspace.-Structure: –Conference table & chairs –Whiteboard on wall adjacent to screen –Screen & permanently installed projector –Spot lighting above table •Florescentlighting that can be switched off –Powerstrip without underfoot wires (safety) –Network connection
Web/Video conferencingPurpose: multi-site conference withvideo –Similar to presentation roomwith addition of video & audioequipment •Structure: –Camera,video monitors, etc. •Short “howto”instruction manual with helpdesk number –Multiple microphoneswith mute switch –Sound deadeningwall material –Standard conferencetable & chairs –Whiteboard and/orflip chart
Presentation roomThese are sometimes also referred to as"standard meeting rooms."Presentation roomsusually come equipped with a U-shaped tablethat is large enough for the number ofparticipants that you schedule to be present.These rooms are perfect for a presentationas 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 lightingthat can be switched off –Power strip withoutunderfoot wires (safety) –Network connection
Board room andinterview roomBoardrooms - Want to have the next big boardmeeting somewhere new? Board rooms come fullyequipped and can generally accommodate anyexpected number of individuals. Order in somesandwiches and donuts to ensure a veryproductive meeting!Interview Rooms - Some venues offer one-on-oneinterview rooms which offer great privacy andtop notch amenities.
DIFFERENT TYPES OF SEATINGARRANGMENT FOR MEETING ROOMS
Crescent Roundso Definition ƒ one side. Alternatively, abanquet round table may be used withoutchairs on the side closest to the speaker.(This format would double the spacerequired.)o Used for ƒ Ideal for a meeting with apresentation involving small groupinteraction.o Set-up Hints ƒ Set as for a normal banquetstyle function with at least 5’ betweentables. ƒ If full rounds are being used, placeno more than 6 chairs at the tableo Pros ƒ Ample work space ƒ Good localinteraction ƒ Good food and beverage set o Cons ƒ Poor full-room interaction ƒSound bleed from close-by tables
THEATRE STYLEo Definition ƒ Chairs are lined up in rows facing a stage or other focalpoint in the room. Stacking banquet style chairs are most oftenused, but ergonomic chairs can be set in this manner. No tables areused for the audience. ƒ This is the most efficient set-up when theattendees will act as an audience. This set-up is not recommendedfor 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 Offseteach row so that attendees don’t have to look over the person infront of them (this will increase the space required). ƒ If usingbanquet type chairs, space them 3” to 6” apart as these chairs arenormally narrower than most people’s bodies. ƒ If you have thespace, allow for 24” between rows to allow attendees easymovement in and out of the row. o Pros ƒ Good for large groups when reading/writing are notrequired- however can use AACP notebook portfolio for hard surfaceo Cons ƒ Elevation changes needed for large groups ƒ No writingsurface ƒ Minimal group interaction
CLASS ROOM STYLE Classroom style o Definition ƒ Long, narrow tables areplaced in rows with standard or ergonomic chairs onone 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 referencematerials, or other tools such as laptop computers.This is the most comfortable set-up for long sessionsand allows refreshments to be placed within reach ofeach attendee.o Set-up hints ƒ Tables that extend beyond the stage orpodium should be angled toward the speaker. ƒ Allowfor approximately 2’ of space per person at each table.(More space may be required depending on the amountof materials). Minimum space between tables is 3’.Provide 3½’ if space allows, for ease of movement inand out of rows. o Pros ƒ Presenter can see all participants ƒAccommodates large groups in less spaceo Cons ƒ Minimal interaction possible ƒ Participantsonly see each other’s backs
Conference Styleo Definition ƒ Conference Style basically means one tablewhere attendees are seated around all sides. This set-uppromotes dialogue between participants.o Used for ƒ This set-up is often used for Board ofDirectors meetings, committee meetings, or discussiongroups. o Set-up hints ƒ Many facilities offer rooms withpermanent conference tables in a variety of shapes. ƒplaced together to form a square, rectangle or hollowsquare. ƒ Remember, the larger the set-up, the harder itis for attendees to see others at the end opposite them.o Pros ƒ Good work space ƒ Good working atmosphere ƒGood interaction between participantso Cons ƒ Not ideal for audio-visual presentations ƒ Notideal for speakers ƒ Not ideal for larger groups
U-Shapeo Definition ƒ Rectangle tables are placed in a patternresembling the letter “U”. Chairs are most frequentlyplaced on the outside of the “U”, but it is possible to seatattendees on all sides.o Used for ƒ This set-up is often used for Board of Directorsmeetings, committee meetings, or discussion groups wherethere is a Set- up hints A minimum of 2’ of table space isrequired per attendee. Skirt the inside of the “U” ifattendees are being seated only on the outside. the “U”become too long and may not promote participation from allattendees.o Pros ƒ Good work space ƒ Good interaction betweenparticipants ƒ Ideal when audio-visual or speakers areinvolvedo Cons ƒ Not ideal for larger groups
BASIC LIGHTING FOR CONFERENCE ROOMS WITH AUDIOVISUAL 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.