Setting Up Meeting Rooms: Furniture, Acoustics, Lighting, and Technology

by Wiepa Team on Jul 07, 2026

Setting up meeting rooms: Furniture, acoustics, lighting and technology

In short

A room for video conferences requires different priorities for acoustics and camera position than a pure workshop room for in-person meetings. Therefore, the usage and number of people should be determined before selecting furniture, not after.

Meeting rooms are used for client appointments, team meetings, workshops, training sessions, and video conferences. The furnishings should therefore be flexible and professional.

Key components

  • Conference table or modular tables
  • comfortable meeting chairs
  • Whiteboard, flipchart or presentation surface
  • Acoustics for better speech intelligibility
  • low-glare, flexible lighting
  • Cable management and media technology

Plan room according to use

A room for video conferences requires different conditions than a workshop room. Therefore, usage, number of people, and technology should be clarified early on.

Frequently Asked Questions

What is most important in dedicated video conference rooms?

Good acoustics and glare-free, uniform lighting have a greater impact on meeting quality than expensive furniture.

Should tables be modular or fixed?

Modular tables offer more flexibility for varying group sizes, while fixed conference tables appear more representative for client appointments.

How many rooms should be equipped differently?

It makes sense to at least distinguish between small meeting rooms and larger workshop or client rooms.

Further Wiepa guides

Improving acoustics in meeting rooms
Lighting for meeting rooms and reception areas

Conclusion

Good meeting rooms combine furniture, acoustics, lighting and technology. More information: Office Furniture.

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