Essential Guide to Conference Room Setup

For event organisers in the early planning stages of a conference, crafting an inviting conference room setup is crucial to the overall success of your event. This entails thoughtful consideration of everything from seating arrangements and audiovisual equipment to lighting, decor, and accessibility.

In this guide, we'll explore various meeting room layout ideas and essential design elements to help you create an engaging and productive environment tailored to your conference's specific goals and needs. Whether you're hosting a small team meeting or a large-scale conference, this comprehensive overview will assist you in optimising your conference room setup to make the most out of your event.

A conference room, whether within an office environment or a dedicated event venue like ICC Belfast, is a specially designed and equipped room used for hosting meetings, presentations, discussions, and collaborative work. These spaces are typically equipped with audiovisual equipment, seating and amenities to facilitate effective communication between attendees. In office settings, they can serve as spaces for team meetings, presentations, and brainstorming sessions, while in purpose-built spaces like ICC Belfast, they can accommodate large conferences, sales kick offs, award ceremonies and other events of varying sizes and purposes.

The conference room setup plays a pivotal role in enhancing the efficiency and productivity of the event. A well organised and equipped room ensures that meetings start on time, reducing unnecessary delays. The layout can encourage collaboration by fostering an environment where participants can comfortably share ideas, work together on projects, and make decisions efficiently.

A thoughtfully designed conference room also encourages engagement among attendees by facilitating clear communication through audiovisual tools and comfortable seating arrangements, making it more likely for everyone to actively participate. An organised and professional conference room setup not only leaves a positive impression on delegates but also reflects a commitment to professionalism and attention to detail, which can be instrumental in building trust and credibility.

When selecting a conference room setup style, consider the nature of your event and the desired outcomes, as different layouts support various interaction levels and objectives. Also, factor in attendee comfort and accessibility, ensuring that the chosen style aligns with the event's purpose and the participants' needs.

• Event type - The type of event, whether it's a seminar, workshop, or panel discussion, should inform your choice of conference room setup, as each style caters to different levels of engagement and communication.
• Attendee numbers - Ensure that the chosen setup accommodates the expected number of attendees comfortably, allowing for free movement and clear sightlines to maximise participant engagement.
• Group interaction - Consider the level of interaction required; layouts like round tables or a u-shaped configuration encourage discussions, while theatre style or classroom setups may be more suitable for presentations.
• Moderators or facilitators - Ensure that moderators or facilitators are visible to all participants, whether by positioning them centrally or providing podiums, to successfully guide discussions or presentations.
• Technology requirements - Evaluate the technology needs of your event, including AV equipment and connectivity, and choose a setup that integrates these tools to support presentations and communication effectively.

Conference room setup styles vary to accommodate different meeting objectives and participant interactions. Common styles include theatre style for presentations, classroom style for training sessions, boardroom style for executive meetings, u shaped or round table setups for discussions, and banquet style for social events, with each offering a unique layout optimised for specific types of gatherings.

Let’s discuss each style in detail and the types of events that they are best suited to:

A boardroom style set up is characterised by a rectangular or oval table surrounded by chairs, typically designed to accommodate a small to medium-sized group of participants, usually ranging from 6 to 20 individuals. The table often features a central focal point where presenters or leaders can sit, and it is designed to promote face-to-face interaction and discussions. This set up is ideal for executive meetings, sales kick offs, and collaborative discussions, offering a professional and formal atmosphere that encourages active participation and efficient communication. It often includes AV equipment for presentations and discussions while maintaining a sense of intimacy and exclusivity.

A boardroom style set up is well suited for executive board meetings where key decision-makers come together in a focused and intimate environment. For example, a multinational corporation's quarterly strategic planning meeting would benefit from this set up, as it allows for in-depth discussions, quick decision-making, and a formal ambiance conducive to addressing critical business matters efficiently.

Suitable event types

Given its capacity for close proximity among participants, this configuration is better suited for shorter sessions characterised by open discussions, such as focus groups, sales kick off or a senior management quarterly team meeting. It’s also good for workshop sessions or product presentations where productive dialogue within a moderately sized group is important. 

Suitable event spaces at ICC Belfast

ICC Belfast offers three similarly sized boardrooms that can be configured identically or customised individually to meet the specific requirements of event organisers. Boardrooms 1, 2, and 3 can be arranged to accommodate specific needs, providing a quiet space separate from a bustling congress or serving as an ideal setting for a team meeting.

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A hollow square setup, features a rectangular or square table arrangement with open sides, creating an inward facing seating configuration. Chairs are typically placed around the outside of the table, allowing attendees to face both the centre and each other. This setup is designed to foster interaction and discussions among participants while providing a clear view of any presentations or speakers in the centre. It is ideal for medium-sized meetings or workshops, with an occupancy ranging from 15 to 50 attendees, promoting collaboration and engagement in a balanced and inclusive manner.

The hollow square style setup is particularly suited to interactive workshops and roundtable discussions, where participants need to engage in open dialogues, share ideas, and collaborate effectively. For instance, a strategic planning session was set up in Meeting Room 1A at the Royal College of Nursing Annual Congress in 2018 which encouraged active participation and allowed all attendees to contribute and communicate with ease. 

Suitable event types

The hollow square configuration promotes seamless communication and interaction among participants, making it a great choice for breakout sessions. Within this setup, the workshop facilitator can enjoy the flexibility to move freely around the room, offering guidance and monitoring the progress of each team.

Suitable event spaces at ICC Belfast

ICC Belfast's mix of meeting rooms can range from three to six spacious areas, depending on the specific needs of your event and are perfect for setting up a hollow square configuration.

A U-shape style setup consists of tables or desks arranged in the shape of the letter ‘U’ with chairs placed on the outside. This configuration allows participants to face both the front of the room and each other, creating a semi-circle arrangement that encourages interaction and engagement. It is ideal for small to medium-sized meetings or training sessions, typically accommodating 10 to 30 attendees, and promotes discussions, presentations, and collaborative activities within an inclusive and environment.

The U-shape style setup is well-suited for workshops or training sessions where a presenter or facilitator needs to engage with the audience while also facilitating group discussions and activities. For example, the Association of British and Irish Critical Care Nurses (BACCN & IACCN) joint conference in 2022 used ICC Belfast’s flexible meeting spaces to set up for a wide range of sessions. Among these was an interactive demonstration in Meeting Room 3 where delegates were seated around a mock hospital environment treating a patient. Speakers presented the situation and attendees participated in open discussion while being encouraged to take notes.

Suitable event types

The setup is often used for seminars, workshops, and educational sessions where group interaction and focused communication are essential.

Suitable event spaces at ICC Belfast

Each of ICC Belfast’s three Meeting Rooms are equipped with partitions that segment them into two, adaptable, soundproof sections that can facilitate concurrent sessions during your event.

A classroom style set up features rows of tables and chairs arranged in a uniform manner, with participants typically facing the front of the room where the presenter is located. The layout is ideal for informational meetings or training sessions, accommodating 20 to 40 attendees or more. It promotes a focused presentation style, making it suitable for training programmes and informational sessions, with clear visibility of the presenter and ample space for interaction.

A classroom style set up is well suited for educational sessions where the primary focus is on imparting knowledge and information to a specific audience. For example, a presentation on specific research or a specialised subject can benefit from this set up, as it allows the presenter to efficiently convey information to a sizable group while providing attendees with individual workspace for note-taking and engagement. At the Joint Fertility Conference in 2023, event organisers took advantage of a range of spaces, including the ICC Belfast that offered delegates the opportunity to discuss a wide range of topics focusing on specialist areas in fertility and reproductive biology.

Suitable event types

If speakers want to prioritise audience engagement within their presentations, a classroom style set up could be the ideal meeting room style for your event. It works best for smaller, more intimate settings and is ideal for speakers who may wish to occasionally encourage attendees to discuss specific aspects of their presentation.

Suitable event spaces at ICC Belfast

A classroom style set up can be accommodated in multiple event spaces within ICC Belfast including Meeting Rooms, Boardrooms and Bars.

A theatre style setup, often referred to as an ‘auditorium’ style, features rows of chairs or seats aligned in a straight or slightly curved fashion, all facing a stage or central focal point. This configuration is designed for one-way communication, and works best for large presentations, lectures, or keynote speeches. It offers clear sightlines to the speaker and is suitable for events with higher occupancies, typically ranging from 50 to hundreds or even thousands of attendees. The setup encourages passive listening and is characterised by its formal and structured arrangement, resembling a traditional theatre or auditorium.

A theatre style setup is well suited for events such as conferences, annual meetings, or keynote presentations where a prominent speaker or panel needs to address a large audience. This configuration ensures that all attendees have a clear view of the stage and the speaker, making it an efficient choice for one-to-many communication and knowledge dissemination.

Suitable event types

The auditorium style conference room is most effective when accommodating large gatherings where note taking and interactive engagement among attendees are not required. It is designed for passive learning sessions, where extensive two-way interaction is limited. Typically, a significant portion of your conference programme will be conducted in an auditorium style meeting room, where speakers deliver their presentations and address audience inquiries.

Suitable event spaces at ICC Belfast

The Main Auditorium in ICC Belfast, offers 2,000 seats and provides the ideal platform for your conference's opening address or keynote speaker sessions. Other suitable spaces include Hall 1 and Hall 2 which can both be set up for keynote speeches, presentations, and much more.

A banquet style setup is characterised by round tables set with chairs, often with place settings, and is typically used for award ceremonies or gala dinners. The tables are arranged to facilitate conversation and group interaction among attendees. This setup is visually inviting, often featuring decorative elements such as centrepieces and table linens, creating a warm and jovial ambiance. The occupancy varies depending on the size of the venue and the number of tables provided, but typically will accommodate 6 to 12 guests per table. The presentation style is informal, centred around meal service and socialising, rather than formal presentations or lectures.

Suitable event types

A banquet style setup is perfect for formal social gatherings and celebratory events like award ceremonies or gala dinners. It fosters an intimate and convivial atmosphere, allowing guests to enjoy a meal together and engage in conversations, making it ideal for occasions where the focus is on social interaction and shared experiences.

Suitable event spaces at ICC Belfast:

Whether you're hosting an awards ceremony to celebrate industry experts or a tailored networking event as part of your conference itinerary, ICC Belfast can craft a bespoke event that aligns perfectly with your specific requirements in various spaces including Hall 1, Hall 2, Bars or even the Riverside Foyer.

Optimising your conference room setup is beneficial as it directly impacts the quality and effectiveness of meetings, ensuring that participants are comfortable, engaged, and able to communicate efficiently. ICC Belfast enhances this by offering versatile and well-equipped event spaces, professional support, and customisable configurations, allowing organisers to tailor the setup to their specific needs and create an environment conducive to successful conferences and events. When you book your conference at ICC Belfast we promise to deliver the following:

• Essential equipment - Ensuring essential equipment such as comfortable seating and access to advanced technology are readily available to enhance delegate experience. ICC Belfast meticulously curates a conference delivery checklist that includes all the essentials, making it easy for event organisers to ensure their attendees have what they need on the day.
• High speed connectivity - A reliable Wi-Fi connection is paramount for a successful conference or meeting. ICC Belfast understands the importance of bandwidth in relation to delivering a conference and offers robust infrastructure to ensure seamless connectivity for all attendees.
• Accessibility - Easy movement between conference rooms, around the venue, and the venue is in relation to delegate transport links are fundamental for a positive experience. At ICC Belfast, we recognise the uniqueness of every individual and extend a warm welcome to all our venue guests, irrespective of any accessibility needs they may have. Our ongoing commitment is to cultivate an inclusive environment for visitors, contractors, and staff while diligently addressing the requirements of every guest who visits our venue.
• Event hospitality - Access to refreshments, including food and beverages, as well as comfortable areas to relax and consume them, contributes significantly to delegate satisfaction. ICC Belfast works with catering partners Hospitality Belfast to offer a variety of local sourced catering options as well as having designated areas for delegates to enjoy refreshments during breaks.
• Interactive devices - Interactive tools and devices play a crucial role in engaging delegates and facilitating effective communication. ICC Belfast provides state-of-the-art interactive technology, including digital signage and advanced AV equipment, to enhance engagement and interactivity during conferences and meetings through gamification with features such as polls and live Q&A sessions.
• Engaging design - Engaging design elements such as stage sets, creative lighting, and dynamic LED walls can captivate audiences and elevate the overall conference experience. ICC Belfast offers versatile design and production services to help organisers create visually striking and immersive environments that leave a lasting impression on delegates.

Explore the conference room spaces available at ICC Belfast to discover how they can be tailored to your specific event needs, ensuring a memorable and successful experience for your delegates.

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