Effective meeting space design and furniture insights

CHICAGO — The way a meeting room is set up can impact how attendees learn and remember the educational content at the event.

According to the IACC 2024 Meeting Planner Survey Inspiration Report, some of the most important venue elements include effective indoor lighting, good indoor acoustics and providing networking spaces outside the meeting room for informal gatherings. Private customer WiFi is also a big plus.

Another aspect of room design is the furniture. From soft seating and conference tables to electric tables and creating a sense of well-being, furniture and layout are a factor in achieving the desired effect of exhibitions and events.

layout

Jose Ramirez, director of marketing for AFR Furniture Rental, said things like natural or warm lighting can help reduce attendee fatigue, while more soundproof materials can help minimize distractions and improve concentration. He also says that furniture choices can enhance the ambience of a meeting while reflecting the brand of the event, such as using sleek, minimalist options compared to more sophisticated seating.

“At a trade show or conference, attendees still need to keep working, so they need space to relax, recharge and recharge. Creating a variety of areas for different purposes is key to a successful trade show. Some attendees want privacy, others prefer to be in Working in a semi-private environment, there are also those who want to work in a public space, whether it’s a long table or a comfortable environment

said Kevin Dana, executive director of marketing and procurement for CORT Events.

Session-based seating

When designing and selecting furniture to be used as a breakout space, it is important to provide an environment that encourages collaboration among participants. According to AFR, this can be achieved through modular layouts and multi-functional furniture, such as large conference or round tables that provide ample work space.

“Breakout rooms, which offer campfire-like seating and footstools around low tables, help facilitate impromptu discussions during meetings and allow attendees to collaborate on the fly,” Dana said. “Board meetings require a more formal setting , such as conference tables and executive chairs, for longer meetings. If there is space, booths can use both types of designs to create meeting spaces, but smaller booths will opt for campfire seating or communal tables and bar stools. Laying the foundation for sales conversations and more informal discussions.”

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“General meeting seating sets the tone for an event – ​​balancing functionality, comfort and aesthetics. To this end, we offer innovative seating solutions that maximize attendee engagement while reflecting the event’s brand and Style,” Ramirez said. “General meetings require flexible arrangements to accommodate different audience sizes and room shapes, such as using chairs in a variety of colors for structured but branded seating, or tables suitable for note-taking and use of personal devices. ”

Integrate technology

“Demand remains high for power-operated furniture so attendees can charge their devices while working or relaxing,” Dana said. “CORT has integrated power into tables, seats and other stand-alone equipment, such as our Village Charging Center, to power showrooms and exhibits.”

The AFR agrees that electric furniture is a hot seller, noting that electric tables and chairs are popular items for different types of event spaces, whether in conference rooms, booths or cocktail tables, keeping attendees motivated throughout meetings and events.

Popular colors and styles

“Provide comfortable show management lounges, general meeting and breakout spaces using furniture that looks and feels more residential,” Dana said. “This continues to be a top trend among trade show clients, along with looks that use lots of greenery to add a natural element and bring a sense of well-being.”

Another popular seating type is ergonomic chairs that improve attendee comfort and focus, AFR said.

“Current trends favor neutral tones and comfortable seating with a variety of vignettes to suit different needs,” says Dana. “White remains the most popular color as it is a neutral color that creates a clean palette that coordinates with any brand or theme. Finally, the personalization of seats and tables is ideal for custom exhibits and embodying the brand theme are extremely important.”

To accommodate personalization needs, CORT offers a range of products that can be easily personalized with logos or graphics, including reusable fabric covers and pillows, Dana said.

Feature image provided by CORT, showing booth at IMEX America 2024.