008 How your seating style could be sabotaging your meeting goals

Picture it: you are planning a board of directors meeting where they need to vote on an important issue after listening to a detailed presentation. What do you see when you picture that meeting room? If you see a room full of just chairs facing a screen, you are setting your group up for failure. What should you do instead? Read on to learn more…

Photo by Matthew Courtney on Unsplash

Meeting room layout matters

Start with the goal in mind; what are you trying to accomplish at your meeting? Are you trying to get a small group to make a decision? Are they brainstorming new ideas? Are they learning about a new product or sales strategy? Each of these meeting goals needs a different layout than the other. Here are descriptions of several common meeting seating styles and advice for when to use them:

Banquet style or rounds: Round tables with chairs around them, often with a centerpiece.

• Best for group interaction at individual tables, rather than everyone focusing on a single presenter

Examples: Gala dinners, award ceremonies, weddings, or any meal-centric event where guests are encouraged to interact with each other

Boardroom or hollow square: A single, large table with chairs around it in a boardroom or meeting room.

• Best for decision-making and leadership meetings

Examples: Executive meetings, board meetings, or small groups that require interaction and decision-making

U-shape: Tables arranged in a U shape with chairs around the outside.

• Best for presentations with interaction

Examples: Small to medium-sized meetings that require interaction between the presenter and attendees, such as workshops, team briefings, or group discussions

Classroom: Rows of tables with chairs facing the front, providing space for laptops and materials.

• Best for training-focused meetings that are less interactive

Examples: Educational sessions, workshops, and training where attendees need to take notes or use laptops

Theater: Rows of chairs facing the front of the room, without tables.

Best for large audiences and passive listening

Examples: Product launches, informational sessions, or any event where the focus is on the speaker or presentation without the need for note-taking or direct attendee interaction.

Cabaret: This seating style setup is known by several other names including Pods, Crescent, and Half Rounds. It is like banquet style but with chairs only on one side of the table, all facing the front

• Best for group work or brainstorming

Examples: Meetings or working sessions that combine meals with presentations where the audience's attention is directed towards the front of the room.

Fishbowl or circle: A few chairs are placed in an inner circle (the fishbowl), surrounded by chairs in concentric circles facing the center.

• Best for interactive discussion with equal participation, informal meetings

Examples: Debates, Q&A sessions, or dynamic discussions

Cocktail: A mix of standing areas and some seated areas, often with high-top tables and no chairs.

• Best for social gatherings and receptions

Examples: Networking events, receptions, or any casual meeting where food and drink are served, and the goal is to mingle

Click here to download the Meetings Academy Meeting Seating reference sheet for a visual of each style

Deeper Discussion: How culture shapes seating style decisions

Remember to also consider who is meeting and how their culture might affect how you set up the room. This could be especially important for international and/or VIP attendees as placement and style can have indications of status and respect.

Organizational culture

Every company has its own way of operating. Seating should reflect and support that culture as appropriate.

• Hierarchical organizations:

  • Prefer boardroom or head-of-table setups to reinforce structure and authority.

  • Senior leaders often expect visibility and clear control over the meeting.

  • Example: Financial or legal firms.

• Flat/Collaborative cultures:

  • Circle or cabaret/pod styles work better—no "head" of the table.

  • Encourages open dialogue, equal input, and brainstorming.

  • Example: Startups, creative teams, tech companies.

• Remote-first or hybrid cultures:

  • Consider the “camera-first” seat arrangement (everyone faces the screen).

  • Seating styles should ensure remote attendees feel included—not like an afterthought.

National or regional culture

Seating styles can carry very different meanings in different parts of the world. Be mindful of these dynamics:

• High power distance cultures (e.g., many Asian, Latin American, Middle Eastern cultures):

  • People may expect clearly defined roles and authority (also important to note is that seat placement reflects status.

  • Misplacing a senior attendee can be seen as disrespectful or ignorant of protocol.

  • A head-of-table or classroom setup with presenters at the front may feel natural and respectful.

  • Head of table = authority figure and seats directly beside them = seniority or trust

• Low power distance cultures (e.g., Scandinavia, the Netherlands, New Zealand):

  • These cultures tend to favor circles or roundtables.

  • The physical space should reflect shared ownership and collective decision-making.

• Collectivist cultures (e.g., Japan, China):

  • Group harmony is important, so clustered seating (cabaret style) may help promote group consensus.

  • Avoid layouts that overly single out individuals.

• Individualist cultures (e.g., US, UK, Australia):

  • People may be more comfortable with mixed seating or even open debates where ideas are challenged.

  • Layouts that promote visibility and presentation (e.g., U-shape) can support this.

Every company, region, and nation has its own culture. Designing your meeting carefully while considering your attendees' needs should result in effectively reaching your meeting goals and respecting and honoring the cultures of your stakeholders.