Conference rooms handle everything from five-minute check-ins to all-day trainings and client presentations. The furniture makes a big difference in how well those meetings go. A table that's too big makes the room cramped, chairs that aren't comfortable make long meetings drag, and a room without easy power and screen access slows everyone down.
Here's how to plan a meeting space that works.
Start with how the room will be used
Before choosing furniture, list the meetings the room will host. A boardroom for leadership and clients needs a different setup than a huddle room for quick team meetings or a training room that changes layouts every week. Note the typical number of attendees and whether people will join by video.
Choosing the right conference table
Size
Leave enough clearance around the table for people to pull out chairs and walk behind seated guests. A common guideline is about 3 to 4 feet between the table edge and the wall. Plan for roughly 2 to 2.5 feet of table edge per seated person so nobody feels squeezed.
Shape
Rectangular and boat-shaped tables suit formal meetings and longer rooms. A boat shape improves sightlines to the ends of the table.
Racetrack tables soften the corners and work well in mid-size rooms.
Round tables are great for small rooms and conversation, since everyone can see each other.
Modular or flip-top tables reconfigure easily for training rooms and multi-use spaces.
Finish
Wood veneer tables make a strong impression in client-facing boardrooms, while laminate holds up well in rooms with heavy daily use. See our meeting room tables and flex room tables for both styles.
Conference room seating
Meetings can run long, so comfort counts. Look for chairs with good back support, a smooth tilt, and casters if people need to move in and out often. Mesh backs stay cool, and upholstered chairs give a more traditional look. Height-adjustable chairs help everyone sit comfortably at the same table. Browse conference chairs to compare.
Plan on one chair per seat at the table, plus a few stackable or guest chairs along the wall for larger meetings.
Power, technology, and storage
Power and data at the table: Built-in power modules let people charge laptops and connect to screens without cords running across the floor.
Display wall: Position the table so everyone can see the screen without twisting, and keep the far end of the table out of glare from windows.
Credenza or storage cabinet: A credenza holds supplies, AV equipment, and refreshments, and gives presenters a place to set materials.
Cable management: Grommets and under-table trays keep wires organized and out of sight.
Small rooms and huddle spaces
Not every meeting needs a boardroom. Small huddle rooms with a round table and four chairs, or a standing-height table, give teams a place for quick conversations and video calls, and they take pressure off the main conference room.
Plan the layout before you order
Measure the room, mark doors, windows, outlets, and the display wall, and sketch the table and chair clearances. A layout drawing helps you catch problems before the furniture arrives.
Lighting, acoustics, and finishing touches
Furniture is the core of the room, but a few details make meetings easier. Even, glare-free lighting helps people on video calls look natural and keeps screens readable. Hard rooms with glass walls and bare floors can echo, so rugs, upholstered seating, and acoustic panels help keep conversations clear.
A whiteboard or glass marker board, a clock, and a spot for coats and bags round out the room. If the room doubles as a training or lunch space, choose a durable tabletop and chairs that are easy to clean.
Finally, think about the view from the doorway. The conference room is often where clients form their impression of your business, so a coordinated table, chairs, and credenza in finishes that match the rest of the office goes a long way.
Ready to plan your conference room?
Crown Office Furnishings has helped businesses furnish their offices for more than 70 years. Visit our Tulsa showroom at 8532 E 41st St to see options in person, or call (918) 663-6704 to talk through your space, headcount, and timeline. You can also contact us online with a floor plan or a few photos, and we'll help you narrow the choices before you buy.