Equipping a Meeting Room in the Office
A meeting room is one of the most important rooms in an office. This is where meetings and negotiations are held, deals are closed and the most important documents are signed, so everything must be designed and delivered to the highest standard. While the design is a matter of taste and the company’s brand book, meeting room equipment — the engineering systems — calls for a technical approach.
In this guide we look at the key components of a meeting room’s setup: ventilation and air conditioning, acoustics, electrics, lighting and multimedia. Well-chosen conference room setup makes meetings comfortable and effective, and preparing for them fast.
Ventilation and air conditioning
The ventilation and air conditioning of a meeting room work discretely and periodically: as intensively as possible during events, when the load grows, and at a minimum (or switched off) the rest of the time. So the system is chosen with this mode in mind.
Air conditioning for halls must be calculated for large areas, and its action distributed evenly around the perimeter of the room. This matters so that the air flow doesn’t cause discomfort to those sitting in close proximity to the unit. On choosing climate systems, read the article on ventilation and air conditioning.
Acoustics: sound insulation and noise absorption
Privacy matters in a meeting room, so acoustics get special attention. Sound insulation and noise absorption are achieved in two ways:
- solid partitions with sound-absorbing panels treated with synthetic or natural materials to suppress sound waves;
- full-glass partitions at least 10 mm thick — if solid options don’t suit you. They improve acoustics and help prevent the spread of “echo”.
More on glass solutions is in the article Full-Glass Partitions and Their Benefits.
Electrics and connecting equipment
So participants can conveniently connect laptops, chargers and other devices, socket blocks are placed both on the table and under it. For a tidy connection, table hatches and towers are used, fitted with:
- 220V mains sockets;
- internet (RJ45);
- USB;
- HDMI and VGA — for connecting to a projector or TV.
The number of connectors is determined individually — depending on the number of participants and devices in the meeting room.
Lighting and “smart” control
The meeting room’s lighting is best made adjustable, so brightness can be corrected for a particular situation. Better still is to provide a “smart office” system with programmable lighting scenarios for different types of meetings: this eases setup and saves preparation time. Such a system also allows voice control of lighting, ventilation, curtain drives and other equipment. More is in the article The Smart Office System: How It Works.
Multimedia and video conferencing
A modern meeting room is hard to imagine without multimedia equipment. Depending on the tasks, it is fitted with:
- a multimedia projector and projection screen;
- a TV;
- an interactive whiteboard;
- an audio and video conferencing system.
Video-conferencing gear in particular is a must-have today — it lets you hold meetings with remote participants without losing communication quality.
Meeting room setup with Partner Create
For all the meeting room’s systems to work smoothly, they should be designed comprehensively — at the design stage, together with the overall renovation. Partner Create delivers meeting room equipment alongside the engineering networks under general contracting.
Examples of completed offices are in the office spaces portfolio.
Meeting room equipment in brief
- Ventilation works discretely: at maximum during events; air conditioning is distributed evenly around the perimeter.
- Acoustics are provided by solid partitions with panels or full-glass partitions from 10 mm.
- Electrics: socket blocks on/under the table, table hatches and towers with 220V, RJ45, USB, HDMI, VGA.
- Lighting is adjustable, and better still with “smart office” scenarios and voice control.
- Multimedia: projector, screen, TV, interactive whiteboard, audio-video conferencing.
- All systems are designed comprehensively at the design stage.
Frequently Asked Questions
Solid partitions with sound-absorbing panels or full-glass partitions at least 10 mm thick are used. Glass solutions additionally improve acoustics and prevent the spread of “echo” while keeping transparency.
Socket blocks are placed on and under the table, and for a tidy connection, table hatches and towers with 220V, RJ45, USB, HDMI and VGA connectors are used. The number of connectors is determined by the number of participants and devices.
Lighting is made adjustable to change brightness for the situation. Ideally provide “smart office” scenarios for different types of meetings and voice control of light, ventilation and blinds — this saves preparation time.
A meeting room is fitted with a multimedia projector and screen, a TV, an interactive whiteboard and an audio-video conferencing system. The set of equipment is chosen individually for the company’s meeting format.
Equip your meeting room with Partner Create
A meeting room is the face of a company during important meetings. Partner Create will design and equip it with engineering and multimedia systems alongside the overall renovation and take responsibility for the result.
Explore our work in the portfolio, read useful materials on the blog, or get in touch to discuss your project. Call +38 050 388 24 49.
We also recommend Full-Glass Partitions and Their Benefits and The Smart Office System: How It Works — they will help with the acoustics and automation of a meeting room.