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The Essential Conference Room Setup Checklist for Productive Meetings

Small details can make a big difference in conference room productivity. A clean, organized space with streamlined technology inspires productivity and sets a positive first impression for guests.

Most meeting attendees need Internet connectivity to participate in a call or presentation. Ensure WiFi access and any necessary connection cables or wireless routers in conference rooms.


Whether you’re hosting an in-person meeting with local team members or a conference call with remote teammates, your conference room tables are the centerpiece of the space and set the tone for productive meetings.

A circular table makes the most sense in a conference room setup Stamford CT as it helps all meeting participants be seen and heard. This prevents any of your team members from feeling left out, leading to a too-rushed conversation without getting everything discussed.

Make sure your conference rooms have plenty of table space for laptops, paperwork, and consumption of food and drinks. It would help to have accessible outlets to power your devices throughout the meeting. These are small details that can make or break a meeting’s outcome.

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The meeting room chairs should be ergonomic to allow participants to sit comfortably throughout the session. This is especially important if the session lasts more than 2 hours, as long sessions can cause fatigue.

Round conference tables enable all meeting attendees to talk simultaneously and see each other, preventing misunderstandings and missed opportunities. If the room has a camera, this arrangement also allows remote teammates to participate in brainstorms and discussions.

The meeting space should also provide various writing materials to ensure all participants can take notes. This includes pens, markers, folders, and manila paper, which will be helpful during any brainstorming session or for writing the meeting minutes. Lastly, the conference room should have accessible outlets to charge devices.


Whiteboards are a meeting room staple, providing a blank canvas for brainstorming sessions. In addition to providing a space for rogue ideas, whiteboards can help participants make more explicit connections between threads of information during a discussion.

Ensure the whiteboards in your conference rooms are correctly positioned and equipped with markers, erasers, and chalk. Additionally, it would help if you had plenty of paper and pens available so your meeting attendees can take notes during a session.

It’s also essential to ensure that your conference room’s whiteboard, screens, and digital displays function correctly. Check if they have the right cables and adapters so all meeting participants can easily use them during a session. In addition, make sure doors and passageways are wide enough to accommodate wheelchairs.


Whether it’s a webinar or an in-person meeting, participants need to be able to hear what is being said. Make sure there are speakers in the room that provide sufficient volume. Test them beforehand to ensure that they are functioning correctly.

Speakers should also be positioned so that participants are not sitting too close to them. This will prevent audio feedback during the call and ensure all participants can hear what is said clearly. Likewise, all participants should be able to view any visuals used during the meeting quickly. Lastly, sanitizing stations should be available for all participants to use throughout the session. These can include sanitizers, wet wipes, and tissues to help avoid the spread of germs.

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One of the most common conference room frustrations is a choppy video call or garbled audio—this poor quality disadvantages everyone, with incredibly remote teammates who can’t hear the details.

Ensure your conference room has a high-quality conference camera that eliminates the main barriers to digital communication and a monitor for clear presentations. Additionally, a power outlet or two is essential for ensuring all participants can plug in their devices throughout the meeting.

Lastly, it’s essential to keep sanitizing supplies handy for the safety of everyone attending. To comply with the latest office health guidelines, sanitizing stations should include hand sanitizer, wet wipes, tissues, and a trash can.

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