Meeting Room Technology Planner

Answer three questions, get a suggested starting layout, then arrange it in 3D. No contact details needed.

  1. 1Your room
  2. 2Arrange it

Step 1 of 2Tell us about the room.

These answers choose a starting layout. You can move, add or remove anything in step 2.

How many people usually use the room?

Pick the usual group, not the busiest day.

What will the room mainly be used for?

How will people join video meetings?

Only asked when the room may host video meetings.

Suggested layouts place up to 14 chairs. For larger groups, add more yourself and ask a specialist about the room.

The suggestion is a concept to start from. It is not a verified AV design or a vendor, product, room-sizing or installation recommendation.

Questions worth asking about any meeting room.

Display placement

  • Can everyone see the display without turning or leaning, including the farthest seat?
  • What will people mostly show: faces on video, slides or detailed drawings and data?
  • Will windows or lights reflect on the screen at different times of day?

Display size depends on viewing distance and content. Ask your AV specialist to size it; this planner does not.

Video and audio coverage

  • Will remote participants see every seat, including the seats nearest the camera?
  • Will voices from every seat be picked up, and can everyone hear remote speakers clearly?
  • Is there strong light behind the seats facing the camera?

Coverage depends on the room and the equipment chosen. It must be verified on site or by an AV design.

Room acoustics

  • Are there glass walls, hard floors or an exposed ceiling that could make speech echo?
  • Can conversations be overheard from corridors or nearby rooms?
  • Will confidential meetings take place here?

Sound isolation is usually part of the renovation, so raise it early with your fit-out team.

Power and network

  • Is there power and network at the display wall and at the table?
  • How will cables reach the table without crossing the floor?
  • Will guests need to connect their own laptops?

Floor boxes, wall outlets and cable routes are renovation items that are hard to add later.

About this planner.

  • It is a conceptual planning aid for arranging a room and noting questions.
  • It is not a scaled drawing, an AV design or a check that any equipment will work in your room.
  • It does not recommend vendors, products, brands, room sizes or prices.
  • When the browser allows it, your answers and plan are kept in this tab’s session storage so a reload does not lose them; a notice appears if saving is not possible. They are cleared when you close the tab and are never sent anywhere. No personal details are asked for.
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