The document discusses the key considerations for setting up an effective conference room, including identifying the purpose and number of attendees, furniture needs, audiovisual equipment, and optimal room layouts. It recommends determining the intended uses of the space and selecting matching furniture that is comfortable and durable. Necessary items are identified as tables, chairs, window treatments, projectors/screens, whiteboards, phones, and various layout styles suited to different meeting needs. The goal is to create an efficient, productive environment for conference sessions.

1. Setting up the perfect conference
room

2. Before the purchasing aspect
happens, first it is best to identify the
purpose of the conference room.
• Will the room be used for a large group or a
small group?
• What kind of activities will take place in the
room? Will it be used for secure agreements,
brief staff/clients, solve a problem, exchange
information, initiate policy or product launch?
Knowing the many ways you intend on using the
space, helps the rest of the process move along
smoother.

3. • How many attendees are invited?
• Is the room large enough to accommodate the
furniture and attendees?
• What style suits the event?
• Does the furniture need to be modern,
traditional or modular?
Now that the basics are covered, it’s time to
think about how to setup the perfect conference
room.

4. CONFERENCE ROOM NEEDS
Every conference room regardless of style will most likely have these
basic items to conduct an effective event.

5. Conference tables
• Are available in modern, traditional and modular
designs.
• Come in rectangular, round, square and unique shapes.
• Can be small, medium or large in size.
• Made out of glass, metal, solid wood and wood veneer
materials
• Consider the seating capacity of the conference table.
• The shape of the conference table plays a major role in
the design layout of the conference room.
• Should be durable enough to last for many years to
come.

6. Trexus Conference Table Rectangular Silver
Round Legs W1500xD750xH735mm Beech
Trexus Conference Table Trapezoidal Silver
Round Legs W1500xD750xH735mm Beech

7. Chairs
• Should be comfortable enough to sit in for
long periods of time.
• Are available in many colours to match
conference room décor.
• Can be traditional, reclining and modern.
• Made out of leather, faux leather, mesh, fabric
and other materials.
• Should match the style of the conference
room.

8. Office Furniture Trexus
Stacking Chair Black Frame
Blue Quality Office Chairs
Office Furniture Trexus
Stackable Banqueting Chair
with Silver Frame Charcoal
Quality Office Chairs
Office Furniture Trexus Maxi
Stacking Chair Burgundy Quality
Office Chairs
Office Furniture Trexus
Stacking Side Chair Charcoal
Quality Office Chairs

9. Window blackouts
• Depending on the style of the conference room,
there are several different applications to achieve
total darkness—a window film, roller shades,
blinds, and motorized shades.
• Are very customizable to fit the style of the
conference room.
• Can be various lengths and widths.
• Should be able to blackout as much light as
possible during presentations.
• Also add privacy to conference room.

10. Projectors and screens
• Need to accommodate the room size to be visible
for all attendees.
• Should have good enough image quality for data,
presentations and video.
• Can be small and compact or large.
• The screen should be in relation to the native
resolution of the projector.
• Some are equipped with interactive features.
• Screens come in wall/ ceiling, electric/motorized
and portable applications.

11. Optoma Projector Full HD 1080p
3000 ANSI Lumens 2200-1
Contrast Ratio 2.9kg
Nobo Tripod Projection
Screen for DLP LCD 4:3
Format Black-bordered
W1500xH1138mm
Staedtler 315 Lumocolor Pen Non-
permanent Medium 0.8mm Line
Black Ref 315-9 [Pack 10]
Nobo Projection Screen
Desktop Lightweight Portable
1250mm Diagonal Matt White
Nobo Projection Screen
Floor Standing Portable
Widescreen 16:10 Format
W1600xH1000
Optoma Mini Portable
Projector WXGA 500 ANSI
Lumens 2000-1 Contrast
Ratio 1.4kg

12. Presentation boards/flip charts
• Used for showcasing presentations.
• Great for conference rooms without an
interactive projector.
• Can be used for quick and simple projects.
• Come with whiteboards, cork boards,
magnetic whiteboards and/or all-in-one
features.

13. Nobo Pro-Rail Drywipe
Board Magnetic 1200mm
Aluminium Trim
Nobo Pro-Rail Drywipe Board
1200mm Aluminium Trim
Nobo Liquid Ink Drymarker
Drywipe Flipchart OHP Bullet
Tip Line Width 3mm
Nobo Liquid Ink Drymarker
Drywipe Flipchart OHP
Bullet Tip Line Width 3mm
5 Star Mobile Executive Easel
Magnetic Mobile on 5 Castors
for Pads A1 and Euro
5 Star Flipchart Easel with
W670xH990mm Board
W700xD82xH1900mm Black Trim

14. Conference phone
• Must deliver great voice quality
• Should have expansion microphone pickup
360 degrees
• Meets the acoustic requirements for different
types of rooms

15. Polycom SoundStation2 Conference
Phone Anti-Echo Full Duplex 8-10
Users 360 Deg Pickup
Polycom Voicestation 300 Conference Phone Unit
Dynamic Noise Reduction 3 Microphones

16. THE PERFECT CONFERENCE ROOM
NEEDS TO HAVE THE BEST EFFICIENT
LAYOUT FOR EVERYONE TO HAVE A
PRODUCTIVE SESSION.
THERE ARE MANY DIFFERENT LAYOUTS
DEPENDING ON THE PURPOSE OF THE
CONFERENCE ROOM.
LET’S DISCUSS SOME OF THE MOST
POPULAR LAYOUTS.

17. • Theatre setup- Great for short presentations with
more audiovisual aspects and projection. When the
attendees are more of an audience, listening and
watching presentations from the speaker. This setup is
not best for taking notes or referring to material in
portfolios or binders.
• U-shape setup- Good for attendees to communicate
easier, projection presentations and presentation
boards.
• Conference setup- Great for teleconferencing, visual
presentations, brainstorming and discussions.
• Classroom setup- Appropriate for long lectures,
projection presentation and allows note taking but
little interaction between attendees.
• Hollow rectangle setup- Functions well with larger
groups that require attendees to interact.

18. Now that you have an idea of the style,
supplies and designs for the conference
room, creating the perfect conference
room is going to be less daunting.
These tips should help pinpoint the
important elements needed to have a
perfect conference room that fulfils its
purpose.

19. CONTACT US
08451 701 601
sales@theofficesuppliessupermarket.com
http://www.theofficesuppliessupermarket.com