Set up a conference room

The complete guide at a glance

Set up a conference room: Requirements & equipment in the hybrid working world

Hybrid use changes the requirements for meeting rooms
Increased demands on modern conference rooms
Conference room equipment: what is really needed
Space requirements, size & regulations for conference and meeting rooms
Practical implementation: What office and IT managers should consider
Conclusion: conference rooms as hybrid communication centers

TL;DR - What you should take with you

Hybrid working models place new demands on conference and meeting rooms. They need to be flexible, digitally networked and ergonomically designed to enable different meeting formats.
The right conference room equipment includes not only furniture and technology, but also acoustic solutions, lighting concepts and integrated booking systems.
It is crucial that interior design and IT solutions mesh seamlessly and that employees can use the space intuitively.
With a clear requirements profile, good coordination between office and IT teams and regular evaluation, the conference room becomes a genuine interface for hybrid collaboration.

Hybrid use changes the requirements for meeting rooms

Traditional conference room furnishings are reaching their limits in modern office environments. In times of hybrid work, meeting rooms and conference rooms need to become much more versatile. The conference room is becoming the central interface between people on site and those in the home office or at external locations. As a result, its strategic importance is growing far beyond the traditional function of a meeting room.

Hybrid meetings are standard today. As a result, they require professionally equipped, digitally networked and flexible rooms. This increases the demands on the furnishing of meeting rooms. A modern conference room must not only be technically efficient, but also ergonomic, intuitive to use and versatile.

Office managers, IT managers and facility managers are therefore faced with the challenge of creating spaces that support a wide variety of meeting formats and connect employees instead of separating them.

Increased demands on modern conference rooms

Digital connectivity

A hybrid conference room must Digital collaboration make it possible. Video conferencing solutions are therefore part of the basic equipment of a meeting room. They should be compatible with common tools such as Zoom, Microsoft Teams or Google Meets and should ideally be controllable via an intuitive user interface.

Flexibility for different formats

Whether it's a daily stand-up, strategy meeting or creative ideation session, conference room furnishings must be adaptable to the respective use. This can be achieved with modular tables, mobile whiteboards and easily adjustable furniture.

Capacity planning & room availability

Attendance times in the hybrid office vary. This is why intelligent room booking systems with calendar integration are needed. These enable efficient utilization and transparent booking processes. They also make it easy to avoid double bookings. The tools are linked to company systems such as Google Workspace or Microsoft 365 so that room usage can be tracked at all times.

In offices with a desk-sharing model, such booking tools are also essential in order to make optimum use of the workspace in the meeting room.

Conference room equipment: what is really needed

An efficient conference room is created through the interaction of Office furniture, Electronics, acoustics and software. The following overview summarizes the equipment needed to achieve this. There you will find typical components of modern conference room equipment.

Room & Furniture

Variable conference tables: Modern conference tables allow variable seating arrangements and can be adapted depending on the number of participants or format, for example for creative workshops or concentrated project meetings.
Ergonomic conference chairs: High-quality conference chairs are important for comfort and a healthy sitting posture. This is particularly noticeable during long meetings. A good conference chair supports concentration and prevents fatigue. The choice of suitable conference chairs is also relevant when it comes to workplace regulations for meeting rooms.
Whiteboards & writable surfaces: Such accessories enable spontaneous visualizations and teamwork on site, e.g. during brainstorming, strategy or idea sessions.

Technical equipment in the conference room

Video conferencing systems:
High-quality cameras, microphones and loudspeakers ensure equal communication, regardless of whether there are 3 or 20 participants. Modern 360° field-of-view cameras also ensure accessibility for employees working from home.
Displays & digital whiteboards:
They are used for interactive presentations and are part of modern technical equipment in conference rooms. Digital whiteboards can be used for presentations or enable collaborative working, e.g. through comments or joint editing of documents.
Connection options (HDMI, USB-C, wireless):
Often unnoticed, but nevertheless indispensable, are the various connection options when it comes to using external devices in the room, e.g. for customer appointments or spontaneous pitches.
Central control unit (touch panel):
A central touch panel simplifies the operation of technology, lighting and room functions. This ensures that meetings can start quickly without technical chaos.

Acoustics & light

Acoustic elements:
Room acoustics are often underestimated, yet they are fundamental for modern conference rooms. Acoustic elements, such as ceiling sails, can ensure a high quality of conversation by reducing background noise.
Lighting control:
Intelligent lighting concepts increase concentration and support different room moods (e.g. focused vs. creative).

Software & Integration

Room booking systems:
As an important part of the digital conference room equipment, they are extremely helpful, especially in the case of frequently changing use. Some systems show live whether a room is free or not. Digital room booking systems simplify planning and avoid double bookings.
Connection to calendars & meeting tools:
Digital integration saves time and reduces support costs. It is now state of the art when it comes to setting up meeting rooms.

Space requirements, size & regulations for conference and meeting rooms

The question "How big should a meeting room be?" cannot be answered in general terms. The following are rough guidelines according to ASR (Technical Rules for Workplaces):

Size of the meeting room for 10 people: approx. 20-25 m²
Size of the meeting room for 15 people: approx. 30-35 m²
Size of the meeting room for 20 people: approx. 40-50 m²

The concrete Space requirement in the meeting room also depends on furnishings, technology and movement areas. It is important to comply with the ASR A1.2 "Room dimensions and movement areas", particularly with regard to escape routes and minimum distances. Find out more: Occupational safety: Office & movement areas

Practical implementation: What office and IT managers should consider

1. clarify requirements & start pilot projects

We recommend that you draw up a clear requirements profile before fitting out the equipment. Answer questions such as:

Which meeting formats take place?
Who uses the room?

In a pilot phase, you can discuss, test and gradually adapt the design and equipment with small teams.

2. ensure cooperation between Office & IT

Interior design and technology must be considered hand in hand. Involve all relevant stakeholders in the process. Discuss the design, furniture and use of space with office managers. Clarify the requirements together with IT and ensure compatibility, security and supportability of the technology.

3. consider technical maintenance & user experience

A technically perfect room is of little use if employees cannot use it intuitively. Provide training, onboarding and clearly documented instructions to ensure that your colleagues quickly become familiar with the technology and confident in using it.

4. evaluate usage regularly

How well does the room work in everyday life? Are certain tools not being used? Use regular feedback rounds to respond to requests, improve usage and ultimately increase acceptance.

Your meeting room can do more

From "next item on the agenda" to "something is happening here":
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Conclusion: conference rooms are the hybrid communication center

Who today Equipping meeting roomsshould no longer be based on the classic room concept. What is needed is a place that strengthens hybrid collaboration, allows flexible use and is technologically sophisticated. The right combination of Furnishings, technology and user orientation decides whether a room just "works" - or makes real collaboration possible.