The meeting room planning checklist

A meeting room is a shared tool. Its success depends on whether the people using it can do their work comfortably, consistently, and with a minimum of explanation. Before building a shopping list, build a picture of the meeting.

1. Describe the conversation

List the ways the room will be used: quick team check-ins, client calls, presentations, workshops, or larger hybrid sessions. Note the typical number of participants, how often guests use the room, and whether people stay seated or move around.

• What is the most common meeting format?
• How many participants join remotely?
• Does the furniture move between sessions?

2. Look closely at the space

Capture the room dimensions, table and seating layout, windows, ceiling type, and available wall space. Photographs are useful. Note background noise, reflective surfaces, glare, and any existing sound or visibility problems.

3. Define the everyday workflow

Write down what a user should be able to do when they enter. Join a meeting? Share from a laptop? Connect a guest device? Change the content on screen? Simple workflows help reveal the connections and controls the system needs.

4. Bring IT into the conversation

Document the meeting platforms in use, supported devices, network access policies, and who administers the room technology. Review licensing, device management, and security requirements with the responsible team before selecting equipment.

5. Plan for the people outside the room

Consider what remote participants will see and hear. Camera placement, microphone coverage, content sharing, and speaker placement should be discussed as one experience. Ask how the room will support different communication and accessibility needs.

6. Define a successful handover

Agree on the tasks that will be demonstrated before the project is accepted. Identify who receives training, where instructions live, and who handles support. A room is easier to own when those responsibilities are clear.