Bad meetings aren’t always about bad content. Sometimes they’re about bad chairs, bad lines of sight, and bad coffee placement.
Here are nine common room-setup mistakes that can quietly wreck an otherwise great meeting — and how to avoid them.
1. The projector that blinds the presenter
If the projector is between the presenter and the audience, someone is going to stand in the beam and get a face full of light.
Fix: Position the screen high enough or off to the side so the presenter can stand next to it, not in front of it.
2. Chairs crammed too close together
When people don’t have space to move, take notes, or set a drink down, they get fidgety and frustrated.
Fix: Work with your venue to leave comfortable spacing between rows and chairs. It’s better to have one less row than a packed room where no one can breathe.
3. No plan for power
In a training or working session, everyone shows up with a laptop… and there are three outlets for 25 people.
Fix: Ask the venue in advance about power strips, floor boxes, and charging options. If you know people will be on laptops all day, make power part of your room layout.
4. Food in the wrong place
If the coffee and snacks are at the back of the room, people constantly walk behind the speaker. If they are right at the door, it becomes a traffic jam.
Fix: Put food and beverage tables just outside the room if possible, or along a side wall with plenty of space to move.
5. Ignoring sightlines
Columns, tall flip charts, and poorly placed screens create “bad seats” where people can’t see what’s happening.
Fix: Sit in a few different chairs around the room during setup. If you can’t see the presenter or screen, adjust before guests arrive.
6. No place for people’s stuff
Bags end up under chairs, in aisles, or piled on empty seats.
Fix: Leave a little extra space at the back or sides of the room for bags and coats. In smaller meetings, consider a coat rack or designated table.
7. Lighting that’s all or nothing
Full bright or total darkness — with no in-between — either washes out the screen or puts everyone to sleep.
Fix: Ask how the lights are zoned. Often you can dim the front of the room while keeping the audience area brighter.
8. Temperature wars
Half the room is freezing in jackets, the other half is sweating. No one is thinking about your agenda.
Fix: Ask the venue who controls the thermostat. Check in during the first break and adjust based on feedback.
9. No visible agenda
When people don’t know what’s coming next, they check their phones and mentally drift.
Fix: Put the agenda on a slide, flip chart, or one-page handout. Refer back to it during transitions so people always know where you are in the day.
Great meetings don’t happen by accident. They come from thoughtful planning, a well-equipped space, and a room setup that puts people at ease.
If you’re hosting at a professional conference center, lean on the staff. The right team has already seen every mistake on this list — and they’ll help you avoid them.