Conference Room Design Checklist

Conference rooms are an integral part of business life and are used for customer meetings, business conferences and management meetings. A conference room design checklist is critical to ensure that the space is productive and comfortable; otherwise, it will not be used and your investment in the space will be wasted.

Technology

The National Institute of Building Sciences (NIBS) recommends that a conference room design checklist include integrated power, data, sound and voice utility lines to accommodate a variety of video- and teleconferences and multimedia presentations. For a sleek design, use retractable screens and ceiling-mounted projectors.

Include multiple locations for telephones and power points to allow for easy positioning of multiple devices without the need to string power cords or extension cables across the floor. If possible, incorporate points into the conference room table and hide them beneath a section of tabletop that can be easily lifted for access.

Space

Allow adequate space in the conference room to accommodate the movement of people and chairs around the main table. Also include space for refreshment buffets and places to hang coats and store briefcases.

Light

Provide natural light to create an open and airy feeling, even during long meetings. Windows will need to be blocked for slide shows or video presentations. Some rooms are equipped with blinds that are raised and lowered mechanically. A less expensive alternative is to install manually adjusted horizontal or vertical blinds.

Conference room design should include dimmable ambient and accent lighting for use during darker hours.

Table and Chairs

Conference room furnishings should be durable and comfortable. If the rooms functionality shifts from meetings to classrooms, NIBS recommends using lightweight furniture to make rearrangement easier. If the conference rooms purpose remains unchanged, consider choosing furniture to reflect the companys style, such as a solid wood or glass-topped table.

Productivity

Include productivity accessories such as white boards and flip charts in your conference room design checklist. Flip charts that are displayed on foldable easels and white boards on wheels allow each to be easily stored if they are not needed.

Allow space in the middle of the conference room table for blank pads of paper and pens or pencils for meeting participants.

Accessibility and Safety

Include a step in the checklist to verify compliance with any disability accessibility requirements from federal, state or local regulators and your companys own policies. For example, Section 4.13 of the Americans with Disabilities Act requires that doorways have a minimum opening of 32 inches when the door is opened at least 90 degrees.

Ensure that exits from the room are clearly marked and supported by backup power in case of an emergency.

Comfort

Ensure your conference room design checklist includes heating, ventilation and air conditioning controls specific to the conference room. A room that is packed with participants for a daylong presentation may need to be cooler than the rest of the building.