Designing a meeting room: tips and ideas for style and functionality

A well-designed meeting room strikes the perfect balance between aesthetics and practicality, focus and creativity, comfort and functionality—setting the stage for productive and engaging discussions.

Thoughtfully arranging furniture, tools, and the overall layout is key to creating a space that blends style with efficiency.

Designing a meeting room means crafting an environment that reflects your company’s identity, fosters communication, and ensures seamless organization with a touch of elegance.

Check out our guide for practical tips on creating a modern, functional meeting room by optimizing space, technology, and lighting.

 

The importance of a thoughtfully designed meeting room

A meeting room is more than just a space for collaboration—it’s a hub for idea-sharing and decision-making. Designing it carefully means paying attention to both the layout and the choice of furniture and accessories. 

Poor design decisions can lead to unnecessary stress, while the right combination of elements fosters a productive and comfortable environment.

In today’s fast-changing workplace, versatile furniture and flexible solutions are a smart investment, maintaining their value over time and supporting a company’s growth and evolution.

Prioritizing ergonomics, personal comfort, and customizable configurations ensures a meeting room that is flexible, welcoming, and adaptable to various needs.

 

Tips for choosing the perfect design style for your meeting room

When designing a meeting room, it’s important to ensure its style aligns with the overall aesthetic of your office.

This creates a cohesive, harmonious look that ties the space together.

A well-coordinated design strengthens your company’s identity, offering visitors a polished and visually appealing experience.

Additionally, a thoughtfully designed meeting room enhances your brand image, reflecting your values and creating a warm, welcoming environment.

 

Here are some practical tips to help you create a meeting room that’s both functional and tailored to modern needs for connectivity and organization:

• focus on functionality by including practical features such as ergonomic chairs and modular tables, ensuring comfort and efficiency during meetings;
• opt for colors that enhance focus, such as soothing neutrals, and prioritize natural lighting or LED fixtures. Adding accent colors can lift the mood—greens and blues boost productivity, while yellows and oranges spark creativity;
• incorporate modern technology with features like screens, concealed power outlets, cable management systems, and advanced connectivity solutions that seamlessly combine innovation, usability, and style.

Lastly, select high-quality, durable materials to showcase professionalism and attention to detail, ensuring the space is distinctive and dependable.

 

Essential furniture for a stylish and functional meeting room

Choosing the right furniture for your meeting room is key to balancing style and functionality. A well-designed space boosts productivity, inspires creativity, and reflects your company’s identity in every detail. 

The meeting table is the focal point and should be spacious, crafted from wood, glass, or metal, with a modern design that complements the overall decor. Opt for modular designs or tables with recessed cable management to keep cords neatly hidden and organized.

Ergonomic chairs are a must—they should be comfortable and adjustable to keep participants at ease throughout the meeting.

Lighting is just as important: LED fixtures and pendant lights can enhance the room’s ambiance and its practicality.

 

 

ASA recommends VersaTurn 3.0 and VersaFlap Dual 2.0, innovative solutions that blend minimalist design with functionality, making them ideal for modern, high-performance meeting rooms.

Efficient cable management is another essential element.

ASA offers advanced solutions like the ExitFly Dual perfect for meeting rooms and larger spaces. This system can handle cable routing for distances of up to six meters.

One of its key features allows integrating the central lid directly into the tabletop during manufacturing, ensuring a seamless, cohesive look that complements the room’s overall design.

Storage cabinets and organizers are vital for maintaining order. Artwork and plants can add a personal touch and ensure the room aligns with the aesthetic of the rest of the office.

 

 

 

Integrated power outlets for functional and tidy meeting tables

Integrated power outlets are a must-have for keeping meeting rooms clean, organized, and free of visible cables.

ASA offers sleek, minimalist designs that complement modern, elegant spaces. Crafted with durable and safe materials, these outlets also feature advanced technology like flip-up ports for convenient access whenever needed.

Compatible with modern devices, they support USB, HDMI, and other connectivity options, ensuring seamless integration with today’s technology.

These solutions boost efficiency, productivity, and comfort, making them essential for large shared tables and executive meeting spaces.

 

Cable management solutions

To improve both organization and aesthetics in meeting rooms, ASA Plastici offers a range of advanced cable management systems, including:

• Exit Mono 3.0: a cable grommet with a fully integrated soft-close lid, combining functionality with a sleek design.

• VersaZip: a versatile and practical vertical cable management system, designed for efficient use in operational workspaces.

• VersaHelix: a cutting-edge model with an innovative design and premium materials, perfect for executive environments.

• Brick: a modular ABS cable management system with stackable segments, offering up to three separate channels for power and data, ensuring flexibility and a clean, organized look.

 

 

 

Tips for choosing the right solution

Selecting the best cable management system for your meeting room depends on your space and style requirements. 

The table size and room type are key considerations, typically falling into one of three categories:

• executive or boardrooms: Premium spaces featuring long tables with seating for up to 30 people. For these settings, ASA recommends ExitFly and VersaTurn, offering both functionality and refined elegance.

• informal meeting rooms: compact spaces designed for quick discussions, often featuring high tables (110–120 cm) and stools. VersaFrame is an ideal choice for these dynamic setups.

• standard meeting rooms: rooms requiring connectivity for TVs or IT systems. VersaFlap and VersaTurn 3.0 are perfect for providing convenient charging points at every seat, ensuring practicality and efficiency.

For larger meeting rooms, ASA’s Exit Fly Dual cable management system supports cable routing over distances of up to six meters, ensuring a clean and organized setup.

 

 

Accessibility and ease of sharing are crucial in a meeting room. The Exit Dual 2.0, featuring a unique flip-top access system, ensures convenient and shared use.

 

The VersaLid recessed power outlet is another excellent choice. Its lid opens up to 180°, providing easy access to outlets from any position around the table, making it highly practical and user-friendly.

To achieve seamless integration with the table’s design, ASA recommends the Exit Fly Mono, which features a lid that can be crafted from the same material as the tabletop, offering a cohesive and elegant look.

 

 

Finally, the VersaFrame 3.0 system optimizes space and provides customizable connections to audiovisual peripherals, including USB, HDMI, and RJ ports, ensuring functionality and versatility.

  

Installation and placement

Proper installation and optimal placement of recessed or concealed power outlets and cable management systems require a few essential guidelines.

Start by carefully planning the installation process and outlining the necessary steps to ensure functionality and efficiency. Detailed installation instructions are available in the Downloads section of the ASA website.

To enhance accessibility and maintain a clean, organized appearance, position power outlets, and cable management systems at the center of meeting tables or in locations easily reachable by all participants.

Some products come with integrated brackets that streamline desk electrification, eliminating the need for additional cable trays and reducing installation time.

 

For a customized setup, solutions like VersaFlap Mono 2.0 allow you to purchase individual components, enabling a tailored installation to meet specific needs.

 

Technology and multimedia for the modern meeting room

The need for innovative solutions in today’s fast-paced, ever-changing work environments has driven the development of next-generation technologies that prioritize connectivity, efficiency, and user-friendly functionality.

 

Concealed power outlets now feature advanced connectivity options such as USB ports, HDMI connections, and wireless charging. Additionally, ASA offers innovative cable management systems designed to ensure optimal accessibility and a clean, organized appearance.

ASA’s technologies can be complemented by additional compatible features, including:

• wireless projectors for quick and efficient presentations;
• integrated audio systems for exceptional sound quality during meetings;
• real-time screen-sharing software to streamline collaboration.

A modern meeting room must be intuitive and easy to use, allowing all participants to engage effectively without requiring technical expertise.

 

Lighting and acoustics for a productive workspace

Lighting and acoustics are essential not only for employee well-being but also for enhancing productivity and focus in the workplace.

Lighting should provide optimal conditions at any time of the workday.

Combining natural and artificial light sources can create a comfortable and welcoming environment.

Adjustable lighting systems that allow you to control intensity and color temperature are ideal for adapting to different scenarios, from presentations to collaborative discussions.

Good acoustics involve sound-absorbing materials to minimize echo and improve sound quality, ensuring clear communication.

The right balance of lighting and acoustics fosters a productive and welcoming environment, improving the experience for employees and visitors alike.

 

Ideas and tips for designing a small meeting room

Designing a small meeting room requires thoughtful space optimization to ensure it remains functional and comfortable.

Begin with the table, opting for a compact design—preferably oval or round—to allow for smooth movement around it.

Balance is essential: the table should complement the room’s proportions, fitting seamlessly into the space without overwhelming it.

Lightweight, ergonomic chairs with wall-mounted lighting, recessed power outlets, and cable management systems, are perfect for optimizing a small meeting room.

Additionally, consider multifunctional walls that provide practical and convenient storage for tools and materials, keeping the space organized.

In conclusion, a well-furnished meeting room is where style meets functionality, inspiring productivity, collaboration, and creativity. Thoughtful, intentional choices can make all the difference.