The ultimate guide to meeting room layouts

How you design a meeting room layout is crucial. A good layout boosts productivity, sparks collaboration, and helps everyone stay focused. It gets folks engaged, makes sure everyone feels included, and supports the goal of the meeting—whether that’s brainstorming, training, or presenting.

But a bad layout? That can have the opposite effect. It can prevent interaction, cause distractions, and waste time while everyone tries to adjust the space to work for them. So, how do you set up the right layout for the right purpose? Below, we’ll explore different meeting room layouts and how to implement them to achieve the best results.

5 factors to consider when choosing a meeting room layout

The right meeting room layout sets the tone for the task at hand. By considering several factors, you’ll create a layout that not only looks great but also supports the goals of your meeting.

1. Meeting purpose. Is it a brainstorming session, a team discussion, or a presentation? Understanding how employees will use the space ensures you select a setup that supports the their objectives.
2. Audience size. How many people will be attending? The number of attendees can dictate whether you need a compact layout or a more spacious design. For planned events, this might be a fixed number. In other cases, it’s an estimate based on the average attendance for that room—a figure you can easily pull from your workplace data.
3. Space size and shape. How can you make the most of the room’s dimensions? The size and shape of the space will influence your layout options, so aim for a setup that feels comfortable and functional without being cramped.
4. Amenities needs. Do you require A/V systems, whiteboards, or tools to support hybrid meetings?  Make sure the layout seamlessly integrates the technology employees rely on to stay productive. For example, position screens and cameras to ensure remote participants have a clear view of the room.
5. Flexibility: Can the room adapt to different meeting types and needs? If the space serves multiple purposes, opt for layouts that can be easily reconfigured. For instance, choose lightweight, movable tables and chairs to quickly shift from a workshop setup to a presentation style.

How to pick the perfect meeting room layout

The right layout can make or break a meeting’s effectiveness. Below, we’ll walk you through popular layouts, when to use them, and how they can support your team’s goals.

Conference style

What it is: A rectangular or oval table that has participants sitting on all sides. This setup allows for direct interaction and equal participation

Use cases

• Small-to-medium group discussions
• Project meetings
• Decision-making sessions

Pros

• Encourages collaboration and direct communication
• Ensures everyone can see and engage with each other easily

Cons

• Not suitable for large groups
• Can feel cramped if there are too many participants

Auditorium style

What it is: Chairs arranged in rows facing forward, with a designated front area for a speaker or projector

Use cases

• Webinars
• Large presentations
• Company-wide announcements and all-hands meetings

Pros

• Maximizes seating capacity for one-way communication
• Keeps the audience’s focus on the presenter

Cons

• Limits interaction or discussion among attendees
• Not suitable for hands-on or collaborative sessions

Workshop style

What it is: Tables arranged in rows or clusters with enough space for group work and individual tasks

Use cases

• Workshops
• Brainstorming sessions
• Training courses where participants need to interact in smaller groups

Pros

• Provides space for participants to collaborate and work on tasks
• Promotes interaction while maintaining focus on the instructor or facilitator

Cons

• Limited seating for large groups
• Can be too informal for highly structured meetings

Horseshoe style

What it is: Tables arranged in a U-shape, with chairs around the outer edges

Use cases

• Collaborative meetings
• Training sessions
• Presentations with discussions

Pros

• Combines presentation space with participant interaction
• Great for group discussions or hybrid meetings

Cons

• Space-intensive and not ideal for large groups
• Some participants may feel distant from the presenter or other attendees

Banquet style

What it is: Multiple circular or square tables with chairs around them

Use cases

• Informal gatherings
• Team-building activities
• Networking

Pros

• Encourages group interaction
• Flexible for food and drink setups

Cons

• Inefficient use of space for large audiences
• Not ideal for presentations or lectures

Hollow square style

What it is: Tables arranged in a square or rectangle, leaving the center open

Use cases

• Team discussions
• Brainstorming sessions
• Committee meetings

Pros

• Facilitates open discussions and visibility for all participants
• Provides ample workspace for materials

Cons

• Not suitable for presentations requiring a clear front focus
• Space-intensive for larger groups

Dynamic style

What it is: A mix-and-match layout that can be easily reconfigured to fit the specific needs of the meeting

Use cases

• Spaces that host meetings with varying formats or purposes throughout the day
• Workshops
• Hybrid events

Pros

• Very versatile and adaptable to different meeting types
• Encourages interaction and collaboration in varying group sizes

Cons

• Requires space to reconfigure the room
• May feel less organized if not managed properly

Common mistakes to avoid

When designing meeting spaces, it’s easy to overlook details that can make a big difference in your employees’ productivity and comfort. Here are some common mistakes when planning your meeting room layouts.

Overcrowding or under-utilizing space

Striking the right balance between too many or too few seats is key for both comfort and functionality. Too much unused space can make the room feel empty, while overcrowding can cause discomfort and hinder movement.

Poor views and acoustics

Ensure seating is arranged so that everyone has a clear view of the presenter, screen, or whiteboard—no seat should be a bad seat! Pay attention to acoustics as well. Poor seating or room layout can cause sound to echo, making it difficult for participants to hear, especially in larger spaces.

Not accommodating technology needs properly

Consider the placement of AV equipment, power outlets, and screens for optimal use. For hybrid meetings, ensure the setup allows remote attendees to participate seamlessly and that technology is easy to access—these folks should have a good experience, too.

Ignoring participant comfort and accessibility

Comfortable seating and proper lighting help attendees stay focused and ensure a productive environment. Be mindful to make the space accessible for all participants by providing adequate space and accessible seating arrangements. This not only ensures people feel welcomed, but it also prevents the need to rearrange the space in real time, saving time and providing a better experience.

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Perfecting meeting room layouts is just one of many design decisions that can make a huge difference in how employees experience the workplace. Check out our mini blog series for more guidance on how to master your workplace design.