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


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

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

We Are Here to Help

If you have questions about meeting room setup & AV, please contact the CEE team.