When it comes to delivering the ideal corporate event, room setup often plays a bigger role than we realize. The energy and engagement levels in a workplace are largely affected by the way we organize the space around us.

In this guide, we’ll break down what you should consider for your conference room layout, explaining every benefit and when you should use each layout. 

Let’s get into it!

Why conference room setup matters

People often underestimate the power that lies in small details. Setting up the right conference room layout really does make or break a session. Attention to detail in the shape, arrangement, and style of your corporate event makes the delivery of information more impactful.

Here at Surf Office, we know how conference room setups play a key role in how your employees truly connect. We’ve organized over 850 company retreats for tech and remote companies, and we’ve loved every single experience. Over time we’ve learned firsthand how the right layout can turn an ordinary offsite meeting into an unforgettable experience.

Key considerations to get your conference room right

Before you know which seating layout will work for your corporate event, a few essentials need to be taken into account. These events come in all kinds of shapes and sizes, and each has its own unique goals. Here are the key things to consider to set up the perfect conference room:

What is the number of attendees and room size?

Conference room setup starts with understanding the space itself. The number of people attending directly impacts every aspect of the event, from the room’s size to your ideal layout. 

One of the biggest pitfalls to watch out for is overcrowding. You don’t want people feeling discomfort, banging elbows with each other as they type notes on a laptop, nor do you want them to be spread too far apart. Ideally, each person has enough space to focus, interact with your material, and move around comfortably.

You might be scratching your head wondering about the room size for your chosen layout. This is where our trusty Meeting Space Calculator rides in like a hero! Use it to enter the expected headcount and seating style, and get a calculation on the perfect room dimensions. It’s free to use, and especially useful for teams arranging a setup for the first time, or if you’re experimenting with new layouts.

Another thing to keep in mind is that different layout shapes are going to need varying amounts of space per person. As an example, if you choose a theater-style layout, you can accommodate more people in a smaller area. If you go for a U-shape, you’ll need extra space to keep everyone in clear view. Use our calculator to avoid common pitfalls and strike the right balance between space optimization and attendee comfort.

What are your tech requirements?

The ideal conference room setup goes beyond head counts and feng-shui seating arrangements (though the energy found in the room’s arrangement may be of significant interest!). Your technological needs are hugely important to create an engaging environment. Essential tech requirements to consider for your conference include:

• Projectors or other display systems
• Microphones and personal screens
• Reliable Wi-Fi connectivity (especially for remote participants)
• Digital whiteboards
• Cameras and screen-recording programs
• Room booking systems

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For hybrid events, video conferencing tools are a must to bridge the gap between your in-person and virtual attendees. High-quality cameras and audio systems ensure that remote participants feel equally involved, so you can keep communication as smooth as butter. Interactive screens and digital whiteboards allow everyone to contribute on the fly.

Connectivity is critical for a smooth hybrid event. If your connection isn’t sturdy, even the best AV tools won’t deliver a seamless experience. Stay wise and test your internet network speeds and stability before the event, with a backup connection ready, just in case. This keeps operations proactive and minimizes any disruptions in the meeting.

Having the right tech is the way to deliver the best conference possible. You’ll find it easier to meet your event objectives and enhance your room for any event type, making it easier to switch from a presentation to an interactive workshop as needed.

Does the ambiance and environment suit the event?

With the room size and tech sorted, it’s time to consider softer elements like ambiance and comfort. Attention to factors like lighting, acoustics, and ventilation can keep attendees focused and comfortable throughout the event.

• ‍Lighting might be your top consideration.
  Natural light is ideal, reducing eye strain and keeping energy up, but adjustable shades are helpful for managing screen glare. If the room lacks natural light, dimmable LEDs can offer flexibility and could be bright for brainstorming or softer for reflective discussions.
• ‍Acoustics matter, especially in larger rooms.
  Soundproofing panels or carpets can help absorb sound, creating a quieter atmosphere when you need it. For hybrid meetings, optimizing your acoustics is even more essential since remote staff rely heavily on clear audio.
• ‍Ventilation is another often overlooked factor.
  Proper airflow prevents stuffiness, so consider air purifiers or AC for longer sessions.

With so many small details, it can be easy to overlook one before it’s too late. Pay attention to the environmental details and you’re sure to deliver a stronger corporate event. 

Is the room fully accessible and inclusive?

An inclusive corporate event ensures that everyone, regardless of physical ability, is getting the most out of it. Think about wheelchair-accessible entrances and pathways to the room. Then once they’re inside, is every base covered? Consider tables and seats that are adjustable to give everyone some extra comfort where needed.

Visibility is one of the most important factors to get right, especially for presentations and video calls. Nobody wants their view to be in the back of their colleague’s head in a conference. Arrange seating so everyone has a clear view of screens or speakers, and use multiple screens or cameras to ensure visibility for remote participants.

Attention to detail goes a long way, even for small things like where to place controls for lighting and your screens. Design your conference room with accessibility and inclusivity in mind and you’ll be making a space where everyone can contribute!

What are the best conference room layouts?

So now we’ve thought about all of the key considerations that let you deliver a rock-solid conference event. Now we’ll consider the layout and choice of seating arrangements. The right arrangement can set the tone for how people interact, collaborate, and absorb your messages over the session. Here are some of the best layouts for you to carefully consider:

U-shape

• Ideal for: Direct engagement between speaker and staff, collaborative sessions with small and mid-sized teams.

• Great for these events: Team-building sessions, breakout Q&As, interactive presentations

• Seating arrangements: Seats are arranged in the shape of the letter U, with tables in front of each participant and an open space for the speaker in the center. 

In a U-shape, everyone faces inward, so it’s easy for people to see and interact with each other. This enhances any Q&A sessions at the end where interaction and visibility are key. With the open end of the “U” generally being used by the speaker or a screen, there’s a clear focal point to aim at. This layout is perfect for presentations where the speaker needs to engage closely with the team. It keeps things collaborative while still giving structure, great for mid-sized meetings and conferences filled with conversations and ideation sessions.

Horseshoe

• Ideal for: Promoting interactivity, creating a semi-formal atmosphere, open dialogues

• Great for these events: Brainstorming sessions, panel discussions, and team-building workshops.

• Seating arrangements: Similar to the U-shape, the horseshoe layout has an open-ended design. Unlike the U-shape, it doesn’t require desks and has a more rounded shape, allowing a wider space in the center. Without desks, attendees can easily move and interact with the presenter, creating a relaxed and informal setting.

In the horseshoe layout, everyone faces each other, enabling eye contact and encouraging easy collaboration. This flexible setup is ideal for activity-based learning and dynamic exchanges, as well as events focused on interaction and open dialogue.

Banquet

• Ideal for: Enhancing social interactions, instigating group discussions, team-focused events

• Great for these events: Team-building sessions, collaborative workshops, networking events

• Seating arrangements: The banquet layout uses circular tables spread throughout the room, with attendees seated around each table. This setup naturally fosters group conversations, making it ideal for small team sessions and collaborative activities.

With everyone seated in small circles, it’s easy for attendees to jump into discussions and share ideas. Inspired by the setup of medieval feasts (minus the knights and jousting!), this layout keeps things social and team-centric, making it perfect for events focused on group interaction.

Cabaret

• Best for: Balancing group work with a focus on the speaker, interactive presentations

• Example events: Workshops, brainstorming sessions, training events

• Seating arrangements: Like the banquet style, it uses round tables spread across the room, but seats are arranged so the front of each table is open for easy viewing of the speaker or screen. It’s ideal for events where small groups need to collaborate while keeping the main presentation in view.

“Cabaret” is another traditional style that still works wonders for conference layouts. With everyone facing forward in small groups, participants can engage in group activities while attention remains on the central speaker. Cabaret style strikes a perfect balance between elegance and functionality, so try this one out to make your conference delivery stronger.

Classroom

• Best for: Structured learning, focused presentations, content-heavy sessions

• Example events: Training sessions, lectures, seminars

• Seating arrangements: Tables and chairs are arranged in rows facing the front, giving each attendee a clear view of the session leader or screen. This setup naturally encourages note-taking and focused attention.

The classroom layout is a tried-and-tested setup, perfect for sessions where learning and focus are front and center. Just like school days, everyone has their designated spot (but no need to raise your hand for a bathroom break!).

This layout emphasizes organization and structure, keeping all attention on the meat and bones of the session. Unlike more interactive setups, a classroom layout prioritizes attention, especially useful for content-heavy sessions. It's practical, straightforward, and does exactly what it says on the tin.

Theater

• Best for: Keynote speeches, large presentations, information delivery

• Example events: Conferences, company-wide presentations, seminars

• Seating arrangements: Rows of chairs are arranged to face the front, maximizing seating capacity and providing everyone with a clear view of the stage or screen. Unlike the classroom layout, there are no tables, so if note-taking is essential, consider providing clipboards or alternatives.

A traditional theater layout is the go-to choice for keynote speeches, or any session where all attention is sent up front. With rows of chairs facing a stage or screen, this setup maximizes seating and gives everyone a clear line of sight. It doesn’t use tables like the classroom layout, so keep that in mind as you organize the event.

It’s great for larger groups where everyone interacting with each other isn’t the main goal, but keeping your eyes on the speaker is. Keep the presentations engaging and make the most of your presentation screen.

Boardroom

• Best for: Focused discussions, executive meetings, strategic planning

• Example events: Board meetings, brainstorming sessions, small group discussions

• Seating arrangements: A single large table sits at the center of the room, with participants seated around it. Typically, a leader or facilitator will occupy the head of the table to guide the conversation.

Some corporate events carry a more serious tone, and the boardroom layout accommodates focused discussion. Typically, a leader or facilitator will sit at the head (or heads) of the table, adding structure and guiding the conversation. 

The layout is great for smaller groups where everyone needs to be face-to-face. It has a “let’s get down to business” feel, keeping things structured but also relaxed enough to encourage open dialogue and group decision-making. Just make sure everyone has enough elbow room to stay comfortable while diving into discussions! decision-making if needed. Just make sure everyone has enough elbow space!

Hollow square

• Best for: Balanced participation, open discussions, democratic decision-making

• Example events: Team meetings, brainstorming sessions, collaborative discussions

• Seating arrangements: Attendees are seated equally on all four sides of a square table, with no designated “head” of the table. This setup creates a sense of equal standing among participants, promoting balanced involvement.

The hollow square layout is similar to the boardroom style but has a more democratic feel. With everyone facing inward, it’s easy for participants to see one another and jump into the conversation. A hollow square provides a symmetrical, inclusive arrangement that encourages active participation from all sides.

Fishbowl

• Best for: Interactive discussions, dynamic exchanges, open debates

• Example events: Panel discussions, debates, brainstorming sessions

• Seating arrangements: A small group sits in a central circle, with an outer circle of observers surrounding them. This “hot seat” effect allows participants in the inner circle to actively discuss, while those in the outer circle observe or make notes.

The fishbowl layout is becoming increasingly popular in the modern business world for its interactive structure. In this setup, a small group of participants sits in a circle at the center, while everyone else forms an outer circle around them, giving a 360-degree viewpoint of the events in the middle of the bowl. 

There are some interesting variations on the fishbowl, with seating arrangements for a whole host of purposes. It works fantastically for panel discussions, debates, and dynamic dialogues. The layout naturally invites everyone to jump in. There’s always room in a fishbowl for new ideas to float around.

Huddle layout

• Best for: Informal collaboration, agile brainstorming, flexible discussions

• Example events: Ideation sessions, team huddles, creative workshops

• Seating arrangements: Small groups are clustered in informal “pods” or circles, often with low seating or sofas for a relaxed vibe. Each pod can be easily adjusted to fit the flow of conversation.

Modernized spins on seating arrangements have yielded some great results. The huddle layout is an adaptable, modern setup that’s ready to tackle today’s fast-paced, collaborative environment. 

Perfect for agile workplaces or informal brainstorming, it allows participants to move and rearrange easily, adapting to changing needs. Practical and people-centered, the huddle layout is an ideal choice for workplaces that thrive on dynamic interactions and creativity.

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FAQ:

How do you set up a conference room?

Choose a layout based on the event’s purpose and attendee count, arrange seating accordingly, and ensure clear visibility for all participants.

What does every conference room need?

Every conference room needs comfortable seating, clear visuals (like a screen or projector), reliable Wi-Fi, and good lighting and acoustics to keep everyone focused.

What are the four examples of room setup styles?

Modern practices for stronger conferences mean that new layouts are being trialed, with good results. The most common and traditional four were boardroom, theater, U-shape, and classroom layouts.