10 Tips to Create a Modern Conference Room

HomeOffice10 Tips to Create a Modern Conference Room

10 Tips to Create a Modern Conference Room

The ideal conference room focuses more on the meeting than on the space itself. Promoting connecting, communicating, and collaborating with others should be the goal of the conference room design, while minimising distracting elements.

Conference room design and arrangement are critical because they set the stage for the work to be carried out there. Therefore, designing a conference room that matches the company’s demands is crucial. Moreover, it must meet the physical and technological needs of those who use it. Providing your workers with the resources they need to engage successfully is part of this process. What’s more, the quality of the space, fixtures, audio visual and equipment affects visibility, acoustics, connectivity, and user accessibility.

Conference Room Design Tips

Here are some tips to modernize your conference room and its layout.

1. Location matters

All conference room design ideas begin with a layout. The location of your conference room is also critical – it should be easily accessible.

In addition, the location of your conference room would be determined by the number of attendees. To meet your customers’ expectations, you will need to create or acquire ample space to accommodate the number of people it needs to accommodate.

2. Optimize the lighting

Natural lighting is always preferable to artificial lighting. It is important to consider the light created by projectors and touch screens for presentations in the room. Furthermore, Newblinds or shades should be used to filter away the sun’s glare during presentations.

It is also important to add some LED lighting like an mr8 to the space for additional illumination, which you can get from commercial light fixture retailers. In addition, you may may want to hire a lighting engineer to install a few overhead lights for extra bright lighting and install dimmers to adjust the lighting to suit.

3. Consider ergonomics

The use of touchscreen displays and video conferencing devices has become prevalent in conference rooms in the past couple of years. Therefore, it is important to ensure adequate space between the screen and the audience for a productive meeting. It is also a good idea to keep cords and other accessories out of the way. Finally, using round or square tables encourages brainstorming by bringing the participants closer together for tasks.

You should also consider implementing a group of desks in the room to create breakout areas.

4. Implement the latest technology

Your conference room should include projector or video conferencing camera and WIFI connection. You may work with an expert Commercial AV Installation to assist you installing your audio and visual equipment.

It is important to make a detailed inventory of your devices to be used in the room to make priority that key staff members are trained in the operation of the devices. Then, utilize the latest Skype for Business solutions by AVEX.

If you need to add or delete some devices, the technical infrastructure of the room must be flexible. Next, it is important to think about where you want to place your touch screen displays so that participants can sit comfortably.

5. Use an interactive touch screen kiosk

New innovative technologies have revolutionized conference room design and collaborative spaces. Specifically, interactive touch screen kiosks provide the possibility to use applications collaboratively to facilitate teamwork and streamline projects.

Interactive touch screen technology can also be used to promote team brainstorming, helping employees work together to develop concepts and work on documents and media together.

They can be used to screen check-in employees with their IDs or visitor badges to allow access and improved security, as well as to schedule meeting spaces.

6. Optimize acoustics

The acoustic characteristics of a conference room can have a significant impact on the success of meeting sound. Therefore, it is important to eliminate surfaces that cause excessive reflections or absorption of sound, as well as reduce the ambient and environmental noise (such as traffic noise). Finally, when designing a conference room, it is essential to evaluate the quality and setup of the audio equipment, including the microphones and speakers. If you need audio visual services, you may contact Signal Solutions for an inquiry.

7. Implement Digital Signage

To facilitate virtual conferences, digital signage technology can be used to visualize and distribute relevant material such as notices, documents, data, and videos in conference rooms. Moreover, electronic displays make it possible to construct dynamic and interactive presentations using LED video walls. Contact GSEAV to find out more about renting LED video walls for your event.

In addition, digital signage can be used to communicate important information to promote physical distancing and safety measures, such as when a room has reached capacity.

8. Use Project Management Platforms

Holding a meeting in a conference room often involves some preparation and organisation. Installing relevant project management software on devices used in the conference room will help to structure, streamline, and schedule work projects. There is a variety of useful meeting scheduler apps that can be installed on conference room devices to simplify meeting planning.

9. Focus on Convenience

Make the brainstorming sessions that take place in the conference room more comfortable by providing extra facilities for participants. For instance, providing a refrigerator stocked with food and beverages can help participants feel more comfortable during long meetings.

10. Use High Quality AV Cables

While setting up the perfect conference room environment, the significance of high-quality Audio/Visual (AV) cables cannot be overstated. These cables, often overlooked, are the silent carriers of your important presentations and communications. Quality AV cables ensure optimal signal quality, eliminating issues like dropped frames or audio stutters that can occur with inferior cables. Plus, they’re more durable, reducing replacement frequency and saving costs in the long run. They also better shield your signal from electronic interference, critical in a conference room buzzing with multiple devices. Remember, the effectiveness of your state-of-the-art equipment is only as good as the cables connecting them.


Conference room design is essential for collaborative and productive meetings. In recent years, the traditional layout and design of conference rooms have been rapidly changing and evolving. Consequently, conference rooms with modular tiered seating are transforming into agile spaces that implement innovative technologies that facilitate communication and collaboration between participants and teams.

Finally, one of the most important factors to consider in conference room design is the requirements to provide optimal comfort and all the tools needed for successful collaboration.

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