When you have a big meeting with a new client, do you book a meeting room or a conference room?
Which room do you reserve when you need to brainstorm with your team or host a presentation?
If you’re unsure about the differences between a conference room versus a meeting room, you’re definitely not alone. But while some professionals use the terms interchangeably, understanding their differences can help you choose the right space for your next professional event.
Let’s break down what you need to know about a conference room versus a meeting room (and when to use each one).
What Is a Meeting Room and What Does It Usually Include?
Let’s start with a meeting room, which is simply a collaborative space where people can get together to discuss their work. You can use meeting rooms for brainstorming, planning, or team-building. Office meeting rooms are also great places for sharing information, such as providing updates or offering feedback on projects.
Meeting room sizes will obviously vary, but they’re generally designed on a smaller scale. A small meeting room may only hold a few people, while a big meeting room has space for more participants. These spaces can be limited to the bare-bone essentials — just a table and chairs — or they can have some extra tools, like a dry-erase board or a projector.
What Are the Benefits of the Meeting Room Experience?
Whether you’re a solopreneur who needs to meet with clients or a manager looking to bring your hybrid team together, a meeting room can offer a space to strategize. In other words, it’s where the magic happens.
Benefits of using a meeting room include:
- Flexibility: Need a common space for a team meeting? A quiet room for a confidential discussion? You can usually find a meeting room that checks your boxes.
- Good for small groups: Meeting rooms can work well for small or midsize groups. Your small-but-mighty team can share ideas and have intimate discussions.
- Cost-effective: Booking a meeting room is a cost-effective solution for many professionals, teams, and small businesses. Small meeting rooms without fancy technical equipment, for example, usually don’t cost much, making them budget-friendly.
When Should You Use a Meeting Room Setup?
Here we go stating the obvious, but you can use a meeting room for lots of different types of meetings, including:
- Brainstorming sessions: If you’ve ever worked at a desk or cubicle, you know it’s easy to go long periods with limited human interaction. A meeting room is a natural gathering space for brainstorming sessions, so you and your team can get the wheels turning on new ideas.
- Informal meetings: Small meeting rooms can be good spaces for informal gatherings. Team members are free to participate and engage with each other in these spaces.
- Status updates: You can hold daily or weekly status updates in meeting rooms. Your team can talk about their work, ask questions, and solve problems together.
- One-on-one discussions: A meeting room can be ideal for one-on-one conversations. For example, it makes a great space for annual performance reviews.
What Is a Conference Room and What Does It Include?
If you’ve worked in an office — or watched a movie with a boardroom scene — you’re probably familiar with conference rooms. These are designated spaces for formal meetings, such as presentations and company training.
Many offices have conference rooms, but you can also book them in shared workspaces. For example, Industrious lets you reserve conference rooms in cities across the country, including in desirable communities with many amenities.
Corporate conference rooms usually have high-tech goodies, like display screens, audiovisual equipment, and video conferencing technology. And yes, there’s usually a long conference table with comfortable chairs. The size of a conference room can vary, though it’s usually designed for large groups.
What Are the Advantages of Using a Conference Room Space?
A conference room is the perfect solution for many events and meetings, especially when you want to make a good impression. Here are some advantages of a business conference room:
- Professional environment: Conference rooms usually have a professional atmosphere, which is useful when you want to impress a new client or wow an investor. This environment also allows for in-depth discussions with minimal noise levels and outside distractions.
- Remote collaboration: Most conference rooms have multimedia equipment and conferencing software. You can easily connect with remote employees or clients who can’t meet in person.
- Best for serious meetings: The structure and environment of conference rooms make them a good choice for serious meetings. After all, there’s a reason why many companies use conference rooms for their board meetings.
When Should You Use a Conference Room Setup?
Just like meeting rooms, conference rooms have their place in many modern businesses. In a conference facility room, you can hold:
- Training and workshops: Large conference rooms are great for hosting training and workshops. Rooms with computers, projectors, or screens can be especially useful for group presentations, like learning and development sessions.
- Executive meetings: Company leaders and decision-makers use conference rooms for many purposes. They might use them for strategic planning sessions or hold sensitive financial discussions there.
- Client presentations: Have an upcoming client presentation or pitch? The formality of a conference room can help you show off your professionalism and credibility.
- Board meetings: Boards of directors often meet in conference rooms to discuss all the important stuff, like a company’s performance and financial reports.
3 Essential Differences Between Meeting and Conference Rooms
Both meeting and conference rooms provide spaces for discussion and collaboration, and let’s be honest: They have a lot in common. Chances are, no one will think twice about using a meeting room for staff training or holding a brainstorming session in the conference room.
That said, when you know their differences, you can better choose which venue to use for your next meeting or event. Here are the nitty-gritty differences between a conference room versus a meeting room.
1. Room Layout and Capacity
Meeting rooms are typically smaller and have room for fewer attendees. You can usually fit between three and 15 people in a meeting room. (Any more and it might start to get a little, well, uncomfortable.)
While conference room styles can vary, these rooms usually accommodate larger groups. In big conference rooms, you might have the capacity to hold as many as 50 people, making them perfect for seminars and lectures.
Meeting rooms and conference rooms also have different layouts. A meeting room usually offers flexible seating arrangements you can adjust to meet your needs. Want to encourage participation? Arrange the seats around the table so team members can see — and talk — to each other easily. Hosting an informal presentation? Just move the seats so they’re all facing the speaker.
Unlike meeting rooms, conference rooms usually have fixed layouts. Adjusting the room’s arrangement is more difficult — unless you plan to remove the table. If that’s the case, get a coworker or two to help you.
While both can serve as multipurpose rooms, each one is better for certain types of meetings. Meeting rooms are ideal for small group discussions and informal meetings. When you need a space for formal presentations, business meetings, or training workshops, your best bet is a conference room.
Beyond their different functions, conference rooms usually have a more formal atmosphere than meeting rooms. They often have elegant furniture with high-quality materials — think deep mahogany tables and cushy leather chairs. That’s why businesses choose them for important events.
While a meeting room may also have nice furniture, it usually lacks the formality of an office conference room. That’s often intentional. When participants feel like they’re in a casual space, they may feel more comfortable speaking up and voicing their ideas.
Conference rooms usually have more advanced technology, like audio equipment, phone conferencing systems, laptops or computers, and smart boards. This technology integration makes for a productive workspace. You can use the tech to connect with remote team members, make presentations to clients, or show training slides.
Meeting rooms usually have fewer high-tech features. Some come with basic tools, like Wi-Fi and whiteboards, but others don’t. Remember, their primary purpose is to offer functional spaces for group discussions and participation.
At Industrious, we believe in having the best of both worlds. That’s why most meeting and conference rooms have AV equipment with an easy plug-and-play setup. We also have on-site staff who can assist your team if you experience any technical difficulties.
Find the Best Meeting and Conference Room With Industrious
Now that you’ve learned all the differences between a conference room versus a meeting room, do you know which one to use for your next professional event?
Meeting rooms offer flexible spaces for small teams to collaborate and share ideas, while conference rooms come equipped with state-of-the-art technology to hold presentations, training, and workshops. When deciding which room to use, consider the size of your group, the purpose of your meeting, and the technology you will need.
At Industrious, we know your needs can change, which is why we offer flexible workspace solutions. Whether you require a large conference room for your VIP clients or a cozy meeting room for a team check-in, we can help find the right space for you.
Check out the meeting rooms we have available in your area and start planning a successful event.