Choosing a productive meeting room layout is a challenging task for any business. There are many factors to consider and they often conflict with one another. For instance, you may have a limited budget but need to accommodate over 1,000 delegates and provide refreshments. How do you make the right decision?
Fear not, this daunting process will soon come with ease. Discover the four key factors to consider when selecting a venue, along with meeting room layouts and room examples to guide your choice.

1. Meeting Room Layout and Type
There are a multitude of meeting types that will influence which venue you choose. For example, a U-shaped room is best for interactive events, whereas boardroom style promotes direct communication and focused meetings. In addition, you may consider theatre, classroom, cabaret, reception and banquet setups.
At the National Conference Centre, we specialise in large-scale conferences, workshops and presentations. We also provide smaller rooms for more intimate meetings, breakout areas and a courtyard for fun, collaborative events. The Premier Suite is ideal for conferences and smaller expos, whereas the Kirkmichael is suitable for smaller presentations.
2. Number of Attendees
Ensure the room you select can comfortably accommodate all your guests and provide necessary disability access. Always confirm capacity before choosing your meeting room layout.
In the UK, conferences typically host up to 100 attendees, but numbers can range from 50 to thousands depending on the event. Our venue can accommodate up to 1,500 delegates, offering ample space for interactive displays and events. The Crow’s Nest is ideal for business meetings with fewer delegates, while the Trafalgar is well-suited for training sessions requiring participant collaboration.
Cabaret style supports interactive events, whereas reception settings are best for networking. In addition, theatre or classroom layouts are perfect for large groups, but smaller groups may benefit from U-shape or boardroom setups.
3. Facility Requirements
Facilities are the most important factor. Do you need basic amenities, including chairs and a projector, or more elaborate setups with booths, refreshments and specialised tech support? Not to forget, reliable internet connectivity and functional media playback are essential for all meetings.
If you need AV equipment and a central presentation area, classroom style allows participants to focus on the speaker while having space for materials. We recommend the Waterloo for this. Whereas, the Bracebridge is more intimate and offers a bar area for that extra touch of elegance.
4. Duration of Meeting
The duration of your event is the difference between a full conference and one that’s half empty at the end. Most conferences last at least two days, but range between a single day and a whole week.
It’s not just the seating that matters, but the flexibility to move around. Maybe this means having lunch in a breakout room, indulging in drinks in our Balcony space, or stretching your legs outdoors…
For long meetings or events, cabaret style offers comfort and flexibility, with small groups seated around tables. We recommend the Britannia Suite for additional space and team-building sessions. Whereas, the outdoor balcony is the perfect area to relax and have a coffee before going back to work.
Choose the Best Meeting Room Layout with the National Conference Centre
Ready to find the perfect meeting room layout for your next event? Explore our diverse venues using our Room Finder tool. Rest assured, we offer all the space and technology you need to make your event a success.
If you have any questions, don’t hesitate to contact us. If you need personalised assistance, we can even provide an event coordinator for the entire process.