How important is the right meeting setup?
You’re planning a meeting. The agenda is ready, the coffee is fresh and everyone’s on time, but the chairs are arranged in a messy circle. Or set out in strict rows, when the whole point is to brainstorm. Sound familiar? The right meeting setup can seem like an afterthought, but it often determines half the success of a meeting. A good start is half the work, after all.
At EBC Amsterdam we see the impact of a good setting every day. In our rooms by the Amsterdam canal, conversations become more productive when the meeting setup matches the goal of the meeting. Even in virtual meetings, the arrangement plays a bigger role than you’d think.
Meeting setups: what fits which moment?
There’s no one-size-fits-all. But here are a few well-known meeting setups, and when you’re best off using them:
1. The square setup
You form a square or rectangle with the tables, and everyone faces one another. Perfect for discussions where being on equal footing matters. We often see this for team sessions in our smaller rooms. It works! You’re literally all sitting at one table.
2. Theatre setup
No tables, just rows of chairs. Ideal for presentations or talks. You mainly use this meeting setup when listening matters more than talking back. Interaction? There’s room for that during the Q&A.
3. U-shape
A classic. You keep an overview, the speaker is at the centre and there’s room for interaction. Great for training sessions or client meetings. And yes, by the Amsterdam canal we regularly arrange the tables in this shape too.
4. Classroom setup
Rows of tables, just like at school. You take notes, face the front and learn from the person speaking. You mostly see this setup at workshops or instruction sessions. Functional, but a little less suited if you want plenty of contact between people.
5. Informal setup
Sofas, lounge corners, coffee tables. Sometimes this is exactly what you need. For informal check-ins, creative sessions or simply catching up.
And what about a virtual meeting setup?
In a digital meeting you don’t have to move any tables, but the setup matters here too. Think about who leads the conversation, how you use screen sharing and whether everyone can see one another. A good virtual meeting setup starts with clear agreements: who leads, who takes notes and who presents?
If you use a virtual office in Amsterdam, you can meet formally and professionally without a physical space. You get a business address, a phone service and the option to reserve rooms when you do want to brainstorm face to face. Handy when your meeting setup changes from one situation to the next.
Your meeting setup says something about your culture
Are you someone for straight lines and presentations, or do you prefer the circle with room for ideas? The way you meet often says a lot about how your organisation works and how you deal with one another.
In our EBC offices we see it all: start-ups sitting in a half circle with post-its, scale-ups planning carefully at a square table, or freelancers preparing their online appointment with good lighting and a tidy room. Every setup tells a story.
Looking for a place for your perfect meeting setup?
Whether you’re after a physical room for your monthly meeting or prefer to work from a virtual office, at EBC we think along with you. We have private rooms in the heart of Amsterdam as well as virtual solutions when you want to stay flexible.
Get in touch with us and together we’ll look at which setup suits your business best.
