Meeting Room Setup & AV
The set-up for your meeting room should be aligned with the goals of your activity. The same room set-up may not be conducive to every meeting. Consider what you are trying to accomplish and plan accordingly.
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Common Room Setups by Activity
| Activity | Common Room Setups |
|---|---|
| Committee Meetings | Conference / Boardroom; U-Shape / Horseshoe, Hollow Square. |
| Technical Sessions | Theater |
| Workshops / Tutorials | Classroom, rounds |
| Social Functions | Full rounds, reception |
| Plenary or General Session | Theater, classroom, crescent rounds (seating 1/2 - 3/4 around a table), Cabaret, mixed |
- Download Meeting Room Configurations (PDF, 449 KB)
Typical Audio Visual (AV) Requirements
You will need to discuss your AV needs with your venue. Here are some typical requirements.
- Screen & projector (depending on the size of the room, you might want to consider multiple screens
- Podium microphone
- Lavaliere for keynote speaker so they can move freely on the stage
- Free Standing Microphone(s) for Q&A
AV Tips
- Have consistent room set-ups to avoid labor costs
- Understand the labor costs and procedures if your venue is located in a city that requires you to use union labor
- In cities that require use of union labor, you may have to contract power separately
- Make use of AV that is integrated in the meeting room
- Some rooms will have built-in screens or house sound in the room
Common Names for AV Items
- Lavalier Microphone = Lapel Microphone
- Projector = Beamer
- Power Strip = Power Board
- Slide Advancer = Presenter
- Podium = Lectern