Design meeting spaces that engage your hybrid workforce and encourage in-office productivity
Traditional conference rooms often feel dull and uninspiring, but modern office spaces are evolving to meet the needs of today’s hybrid workforce. As companies redesign and reequip their offices to accommodate both remote and in-office employees, it’s essential to create technology-centric conference rooms that encourage collaboration and make the office a destination employees want to use.
A well-designed conference room can be more than just a meeting space—it can serve as a hub for brainstorming, problem-solving, and innovation. In this guide, we’ll explore unique conference room ideas that break the mold, from tech-powered hybrid meeting setups to interactive and themed spaces. Whether you’re designing a modern office space, upgrading your meeting rooms, or looking for fresh conference room design inspiration, these ideas will help you create a space where teams—both remote and in-office—can thrive.
Ideas for More Collaborative, Engaging Conference Rooms
1. Pick a room with a view.
People are more creative when they have access to natural light and views of nature. A 2019 study found that people who had access to natural light and views of the outdoors had better cognitive function, as measured by their performance on tasks involving working memory and inhibition. They also reported higher satisfaction with their office environment.

If you are looking to create a conference room that is conducive to productivity and collaboration, then making sure it has access to natural light is a great place to start. If you don’t have a room with a view, consider using digital signage or video walls to bring scenes to life. Or focus on furniture, lighting and decorative elements to make up for it.
2. Choose the right furniture.
Various types of furniture allow for different configurations of the room, which can help facilitate brainstorming, professional client presentations, or collaboration depending on your needs.

- Traditional conference table: This is a good option for formal meetings where everyone needs to be able to see and hear each other.
- Round or U-shaped table: Round tables encourage collaboration and discussion. They are also a good option for brainstorming sessions, as they allow everyone to see each other and participate equally.
- Beanbag chairs, sofas, or stools: These fun and comfortable options can help create a relaxed atmosphere.
- Moveable or modular furniture: Modular furniture is ideal for conference rooms that have multiple uses, enabling teams to move items around depending on their needs.
- Standing desks: Adjustable standing desks can help to keep people energized and focused during long brainstorming sessions.
3. Get creative with lighting.
Lighting can help to set the mood for creativity and innovation. Here’s how you can be creative with lighting:
- Use dimming controls: For example, you might want to use brighter light for brainstorming sessions and dimmer light for relaxation breaks.
- Use task-specific lighting: Task-specific lighting is designed to illuminate specific areas of the room, such as a whiteboard or presentation area.
- Use accent lighting: Accent lighting is used to highlight specific features in the room, such as artwork or architectural details helping to create a more stimulating environment.
4. Customize the space.
The goal is to create a space that is fun and inviting and encourages people to think outside the box. Focus on features that match your company’s culture. Some ideas for unusual features you can add to a conference room include:

- Chalkboard or whiteboard wall: A write-on wall is a great way to encourage collaboration and brainstorming. People can use the wall to jot down ideas or sketch out concepts.
- Hammock chairs: Hammock chairs are a comfortable alternative to traditional chairs. They can help to create a more relaxed atmosphere in conference or meeting rooms.
- Plants: Plants improve air quality and reduce stress levels, which can lead to improved focus and productivity. They can also add a touch of nature to the conference room, which can be beneficial for productivity and satisfaction.
- Art: Art can help to break up the monotony of the walls and create a more visually appealing space. It can also help to evoke certain emotions or moods, which can contribute to the overall atmosphere of the room.
- Games and puzzles: Games and puzzles can be a fun and engaging way to encourage team bonding during long training or planning sessions.
5. Improve access to technology.
Modern meeting room technology can help team members share ideas and collaborate. While many enterprises may have the right hardware in place, most teams underuse their screens or fail to maximize meeting room tech’s potential. Examples include:

- Interactive whiteboards: Interactive whiteboards allow users to display presentations and other media while digitally drawing or writing on the board with a stylus or their fingers.
- Projectors: Projectors can be used to display presentations, videos, and other visuals.
- Video conferencing: Enterprise-grade webcams and phones can help hybrid teams stay connected during meetings. Integrating meeting room screens with your preferred video conferencing tool — like Teams, Zoom, or Google — allows employees to quickly queue up meetings and get reminders when it’s time to wrap up.
- Room booking: Ensure meeting rooms are utilized and keep schedules running smoothly with a dedicated space booking solution. Employees stay informed about room availability and avoid scheduling conflicts that derail productivity and collaboration.
- Dynamic meeting room digital signage: You likely have screens in all your meeting rooms for hybrid collaboration and presentations, but what about when the screen is idle? With a digital signage solution, you can feature company announcements or reminders, highlight recent achievements, or visualize KPI dashboards for a more informed workforce. Don’t let a screen go to waste.
6. Use ambient displays for mood and motivation.
Display rotating backgrounds, scenic imagery, or motivational content on digital signage to set the tone for different types of meetings — whether it’s a high-energy brainstorming session or a focused strategy discussion. Here are some more detailed suggestions:
- Use vibrant, fast-moving visuals like abstract art, nature scenes, or even dynamic animations to spark energy and innovative thinking.
- Display calming backgrounds with neutral tones or slow-moving landscapes to encourage deep focus and thoughtful discussion.
- Rotate branded content, employee spotlights, and milestone achievements to reinforce team spirit and motivation during large company meetings or celebrations.
- Enable employees to select a mood setting from an interactive touchscreen panel before starting a meeting or automatically adjust the ambiance based on time of day.
- Use AI-driven insights to recommend visuals based on past meeting trends.
7. Design rooms for specific meeting purposes.
Think strategically about the technology needed in a space depending on its intended purpose. For example, a brainstorming room might have different furniture, AV, or decor than a meeting room for presentations. Here are some examples:

- Brainstorming room: A brainstorming room should be designed to encourage creativity and collaboration. Use furniture that is comfortable and inviting, such as beanbag chairs or couches.
- Meeting room for presentations: Facilitate clear communication and engagement with furniture that allows everyone to see and hear the presenter, such as a U-shaped table or a theater-style seating arrangement. Don’t forget high-quality screens and video conferencing options.
- Interview room: An interview room should be designed to create a comfortable and professional atmosphere. Furniture should be simple and arranged to allow the interviewer and interviewee to have a private conversation, such as a table with chairs on either side. The room should also be free from distractions, such as noise and bright light.
- Training room: A training room should be designed to facilitate learning and collaboration. Consider using moveable furniture so that participants can interact with each other and the instructor easily.
8. Decorate with inspirational quotes or images.
The right imagery can help create a positive and productive atmosphere. Some ways inspirational quotes or images can be used:

- Quotes: Quotes that focus on creativity, innovation, and collaboration are a good choice for conference rooms. Make sure you select quotes that will resonate with your employees and your company’s mission. For example, it makes more sense for a software company to choose quotes from modern tech leaders than ones from political or historical figures. The opposite may be true for a non-profit organization.
- Images: Images of nature, happy people, or successful businesses can also be used to create a positive atmosphere in a conference room. These images can help to remind people of the good things in life and motivate them to achieve their goals.
- Artwork: Artwork that is meaningful to the team or company can also be used to create a positive atmosphere in a conference room. This could include paintings, sculptures, or digital art that represent the company’s values or mission.
9. Give the room a creative name.
Naming meeting rooms can help set the tone for collaboration and encourage people to think creatively. When it comes to labeling the room, ditch traditional printed signage; digital nameplates or room panels give you the ability to sync room names with your room booking system. Conference room names should be:
- Relevant to the purpose of the room. For example, a brainstorming room might be named “The Think Tank” or “The Innovation Station.”
- Positive and uplifting. A name like “The Creative Cave” or “The Brainstorm Bonanza” is more likely to set a positive tone than “The Problem Room” or “The Struggle Session.”
- Simple and memorable. A name that is easy to remember will help people to associate the room with creativity and innovation.
- Unique. A unique name, especially one that ties into your company’s name, products, or mission, will help the room feel like a part of the company culture.
- Fun. A fun name will help to create a relaxed and enjoyable atmosphere, which is conducive to creativity.
Complete the Meeting Room Experience with the Right Technology Stack
As you plan your conference room design, don’t neglect scheduling and space management. Modern tools can help you make the most of your workspaces. Here’s how:

- Real-time availability: See room availability instantly — via mobile app, calendar integrations, or interactive room panels — to avoid scheduling conflicts and maximize usage.
- Automatic room release: Free up spaces when not in use to boost collaboration.
- Smart notifications: Meeting schedules are automatically updated and attendees receive real-time updates.
- All-in-one resource requests: When booking your meeting through a calendar add-in, request resources like catering or IT support with just a few clicks.
- Space management insights: Use workspace data to optimize space utilization, reduce costs, and make informed decisions.
You’ve worked hard on your meeting and conference room design — don’t let them go unused! With Korbyt Booking, you can streamline the room booking experience and ensure your collaborative spaces are hubs of creativity and innovation at your organization.
Want to learn more about how Korbyt can help connect your company’s people and spaces? Schedule a demo today.