CONFERENCE ROOM

DESIGN & SETUP CHECKLIST

YOUR GUIDE TO CREATING AN EFFECTIVE SPACE

When you schedule a meeting, you What should you consider creating
focus on the details: content, agenda, a great space? Do your meetings
attendees and results. But have you typically involve a single presenter
considered the room where it happens? or will offsite guests be joining your
The layout can make or break a meeting. meeting remotely? Is your organization
A well-designed space is efficient large or small? Global or local? How will
and enjoyable for everyone present, the seating be arranged? Does your
providing ease of use for the host and technology integrate seamlessly with
smooth connections for those joining the room’s design?
remotely. It sounds simple, but a poorly
designed space can leave everyone Let’s walk through the basics of
frustrated and unproductive. conference room design and setup so
that you can optimize your space to
provide the best meeting possible.
TABLE OF
CONTENTS
Everything Begins With Space — And
3 the Right Partner

4 Common Conference Space Layouts

How Conference Room Equipment &

6 Technology Can Influence Your Setup

Interactive Whiteboards, LED Walls &

7 Sound Management

8 Digital Signage

Incorporating Environmental Design:

9 Branded Materials & Beyond

How DGI Can Help You Create An

12 Effective Conference Room
EVERYTHING BEGINS WITH
SPACE — AND THE RIGHT
PARTNER

Perhaps the most important question scope, from small huddle room to
is this: Are you starting from scratch boardrooms and auditoriums and
with new construction, or are pride ourselves on being at the
you renovating or remodeling an forefront of conference room design
existing space to suit your evolving and audio visual services.
conference room needs? Once that’s
established, you can consider the With a vast range of expertise
physical space —how you plan to use spanning various industries, we can
it and how to set it up. assist at the start of a new project
or update existing spaces. Our
To maximize the potential of every process begins with a needs analysis
meeting, your space should be to establish a clear understanding
tailored to create an immersive of your culture and overall project
experience — and that means goals. Next, our design and
finding a reputable technology technology teams will perform a site
solutions company. This should be survey to identify any acoustic or
a partner that continually invests in visual challenges. The teams will also
industry-leading people and cutting- assess infrastructure requirements
edge design equipment. Here at DGI, and any key aesthetic factors in the
we stay up to date on conference space such as the type of lighting,
room design trends for every project windows and floor layout.

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WHAT’S YOUR IDEAL
CONFERENCE ROOM
LAYOUT?

Ask yourself the following five questions, and once you

have the answers, read on for a helpful breakdown of
common conference room styles:

What size are your typical meetings? Does the meeting need LED
Certain conference room layouts video wall or video conferencing
are better suited for different-sized capabilities? If so, you’ll want to
groups. For example, classroom and consider a conference room layout
auditorium styles are optimal for that enables everyone to see a single
larger groups, whereas boardroom focal point easily, such as U-shape or
and hollow squares are appropriate classroom style, and that your layout
for 20-30 people. accommodates the appropriate
technology, wiring and sound
Is group interaction essential to your management.
meetings? Not every layout works
well for group interaction. Banquet- Do you and your attendees and
style seating, in particular, is ideal presenters need power supplies or
for group discussions, especially if other docks? It’s important to think
attendees need to move between about docking stations and power
tables. supplies when designing your layout.

Will there be a presenter, facilitator

or moderator? If someone is leading
your meeting, workshop, discussion
or presentation, you want to ensure
that all attendees can see and hear
the leader and their presentation.

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THE MOST COMMON
CONFERENCE ROOM
SETUP STYLES
Boardroom Style
This classic setup is ideal for up to 30 people (or
more) depending on the size of the room.
U-Shape
This popular setup works well for presentations,
demonstrations and video conferencing where the
focus is at one end of the room.
Classroom
All attendees face the front of the room, so this
conference room setup idea is perfect for lectures
or presentations. This is not an ideal setup for
group work.
Hollow Square
This setup is a good choice for easy and efficient
group communication. It also gives a moderator or
facilitator the option of working from the center of
the space.
Banquet
Banquet-style seating is ideal for, not surprisingly,
occasions or meetings that involve meals or small-
group breakout discussions involving a maximum of
8 or 10 people.
Auditorium
This layout, also known as “theater style,” is similar
to a classroom-style setup but is often aimed at
larger groups. Do you often host an “all hands”
meeting or a town hall? Do you need extra space
for your team to spread out? This design will help
get as many people as possible into one space.

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HOW CONFERENCE ROOM
EQUIPMENT & TECHNOLOGY
CAN INFLUENCE YOUR SETUP

Conference room equipment For example, if your meeting requires

is essential to the success and audio visual services such as video
productivity of your meetings, conferencing and interactive
but have you considered how it whiteboards, you might consider a
influences your setup? To maximize classroom or U-shape layout, which
the potential of every meeting, you’ll offers everyone a great view of the
want to personalize your space to presentation (plus, audio speakers
meet the needs of your attendees can be easily positioned to reach
and the tech and hardware they every ear.)
utilize.

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INTERACTIVE WHITEBOARDS,
LED WALLS & SOUND
MANAGEMENT
Interactive whiteboard displays are a multi-dimensional communication
platform that enhance workflows, promote collaboration and support
effortless content sharing.
Combined with your video
conferencing platform, interactive
whiteboards can help you deliver
dynamic presentations and
improve real-time employee
communication and cooperation
across devices, offices and time
zones.

LED walls and large-format

displays allow for high resolution
visual media in your conference
space. Creatively used, they
can also provide infotainment,
wayfinding and branding/
organizational messaging.

Even if your conference room space, tech and hardware are flawless, bad
acoustics can negatively affect the experience. Our team electronically
graphs and quantifies the acoustic properties of an area and assigns the
correct paneling types and layouts for maximum sound management.
Acoustic art panels can be custom designed, branded and installed for
any size room at any budget to absorb noise and improve the sound
quality of any space.

DGI can work directly with an architect before or after a room is built
to determine the best interactive display, LED wall or acoustic paneling
options for an individual space.

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DIGITAL SIGNAGE: ENGAGE
MEETING ATTENDEES &
REINFORCE COMPANY CULTURE

In conference rooms and meeting areas, digital signage

display technologies such as LED walls, projection and LCD
monitors are versatile tools that can be used as a dynamic
way to conduct virtual meetings and share content. You
can also supplement meeting displays with additional
information or large-format branding and messaging using
single or multiple panels.

Incorporating modern digital signage into your conference

spaces can help you can better connect with your
employees and guests. DGI is happy to help with digital
signage services from concept to installation, including
training and support.

Your conference room’s digital signage can function during

the meeting as a large-format display, or display other
information, such as live organization metrics, social media
feeds, media content, teams announcements or support
documents for the meeting. And when the conference
space isn’t in use, seamlessly blend that digital signage into
your workplace’s larger environmental design.

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ENVIRONMENTAL DESIGN:
BRANDED MATERIALS &
BEYOND

Incorporating environmental graphic design — sometimes known as

experiential graphic design — means more than just branding your
conference space. Combining disciplines such as interior, architectural and
industrial design, environmental graphic design works in synthesis to affect
how people navigate, interact and feel when they are in a space. Everything
from the wall colors to the sound shoes make when walking on the floor can
impact the environment and affect the human experience.
An Experience Index report from Gensler Research Institute study surveyed
more than 4,000 people across the U.S. and found the following:
People who said that the spaces they visited were “extremely well designed”
rated their experience nearly 2x higher than those who said the space was
“poorly designed.”
Respondents whose workplaces have the latest technology reported a “great
experience” 3.7x more often than those whose workplaces do not have the
latest technology.

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WHAT MAKES GREAT
ENVIRONMENTAL GRAPHIC DESIGN
& HOW DOES IT AFFECT MY
CONFERENCE SPACE?
Intention for visiting a particular space frames the experience. Below are the
three most important different experience modes, as defined by Gensler, when
considering environmental graphic design for your meeting space:

Task: This intention is when a person has a goal they need to accomplish in
a particular space, such as conducting a meeting. People are typically very
focused and not open to distractions.
Social: The goal of the experience is to engage with others and establish a
sense of community. Dining in a restaurant or hanging out at a bar are great
examples.
Aspiration: People taking a class at a school or in a gym are looking to learn
something new, grow or connect to a greater purpose.

Once the experience is determined, the following factors are considered to have
the most significant impact on experience:
Beauty: People’s first impression of their environment will affect how they perceive
the products/services offered. Quality designs that avoid excessive opulence can
help create a beautiful space.
Novelty: The “wow” factor is a great way to engage people with your space. Unique
areas that have familiar functional aspects are more likely to be remembered and
recommended to friends and family.
Authenticity: Places that honor and share their history while communicating their
brand and mission through design aspects are perceived to be trustworthy and
genuine.
Clarity: People need to understand their surroundings in order to feel comfortable.
Clearly designed spaces will be designed to cater to people’s intuitions.
Inspiration: Workplaces should inspire people to succeed, whether it’s the
employees or visitors. Designs that broaden perspectives and showcase new ideas
are often the most inspiring.
Welcoming: People want to feel like they belong to a community. Spaces that are
designed to feel inviting to a diverse range of people are consistently rated as
providing great experiences.
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EXAMPLES OF ENVIRONMENTAL
GRAPHIC DESIGN IN MEETING
& CONFERENCE SPACES
Digital signage and custom branded sound management are only the
beginning. DGI’s print and media expertise means opportunities to expand
the impact of your organization’s message in your meeting and conference
room.
Branded Environments
Communicate your organization’s identity and create a sense of place for
clients, employees and visitors using custom signage, such as corporate
timelines or 3D material to create dimensional logos that bring your name
and brand to life.
Glass & Wall Graphics
Custom glass and window graphics can brand a space while also providing a
level of privacy, and the customization options are endless. You can simulate
the effect of etched glass, control the amount of light in your conference
room or even add your logo. Other design options include static clings and
removable adhesive vinyl, frosted glass and decorative films.
Environmental Graphic Design Tips: The 3 Cs
Your space’s intended use is going to be the biggest factor in the actual
design of your environment. However, the three Cs below can be applied to a
variety of areas:
Color: The shades that surround us can have a significant effect on our mood.
Creativity: Show off your uniqueness and promote creative thinking.
Collaboration: Create a balanced space by using environmental graphic
design to promote productivity and engagement.
This is really just the tip of the iceberg when it comes to an environmental
graphic design strategy for your meeting space. More than anything, the
human experience should be the driving force behind your design.

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HOW CAN DGI HELP?
You’ve answered the questions and right equipment and experts on your
considered the information and project from the start.
options. You’re got a vision for a
successful conference room, but Once “inside” your conference
now what? Are you looking for some room redesign, you’ll be able move
help? The team at DGI can help you around the room to explore the
navigate the process! viewing angles. You’ll experience
the reach and coverage of speakers
From Concept to Completion and microphones at every chair.
As a premier large format digital DGI’s VR services also allow you to
printer and a leading provider of run AV-specific tests, such as site
audio and visual communication line viewing and projector elevator.
products and services, we’ll work The virtual tape measure feature
closely with you to design custom- allows you to check distance and size
built solutions that brilliantly instantly. Upfront work with DGI VR
communicate your message and ensures you’ll have an efficient and
brand — both to your customers and effective buildout with minimal costly
your team. Our services can take you modifications.
from consultation to installation.
Bring Your Vision to Reality with DGI
Modus VR Design Services DGI’s experts offer all of the audio
Utilizing an advanced virtual reality visual and print design, integration
(VR) headset and cutting-edge and soundproofing experience with a
software, Modus VR transports you range of clients across all industries.
into your new space. Before your We have everything you need to
session, DGI will work with your bring an incredible conference
architect and designers to load the room from vision to reality. From our
specifications, layout and potential knowledgeable sales team to our
equipment for your future space so expert engineers, there’s a DGI team
you can see the instant impact of member ready to help you. Contact
your choices and discuss alternatives us with any questions or to receive a
in minutes — instead of hours or consultation. We’ll help you create a
days down the line. You can save conference space your team will love.
time and money by having all the

CONTACT US

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