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Formal meeting rooms

All mandated agencies should have a variety of formal and informal meeting rooms. These are the minimum requirements for formal meeting rooms.

There are a range of recommended set-ups for formal meeting rooms, but they should all be flexible enough to easily accommodate future changes in equipment and technology.

Different buildings will have different requirements for numbers and types of meeting rooms. Use our space calculator to work out what you might need.

Email the Government Property Office team for access

General requirements

The minimum requirements for any agency's formal meeting rooms are:.

  • Secure access if accessible from a public zone.
  • Bookable system which can also determine whether booked rooms are in use.
  • Acoustic insulation to walls up to underside of slab.
  • Sensor lighting with manual override half and off.
  • Flush floor box with 2 power, 2 data, 1 AV each (if possible).
  • 1 x double wall power and 1 x double wall data outlet located at each end of the room.
  • Separate air conditioning zone with after-hours override on timer if accessible from a public zone.
  • Door to have full acoustic seals including drop down seals.
  • Roller sunscreen blinds to exterior windows.
  • Block-out roller blinds may be required where glare is an issue.
  • Privacy film from 600mm above floor level to 1800mm high. Any markings should contrast visually with the background surfaces viewed through the door in both directions and in all lighting conditions.
  • Wall-mounted acoustic panel options are available for sites where acoustic solutions are required.
  • Hearing loops to meeting rooms.
  • Flexible enough formal meeting room designs to accommodate future changes to equipment and technology needs.

Room-specific considerations

Multi-purpose room

Used for things like public gatherings, emergency management, training, large meetings or short-term projects.

Features

  • A writeable whiteboard surface applied to at least one large wall.
  • Acoustic operable walls to be STC44 (Sound Transmission Class 44). Agencies should assess the cost and benefit of using operable/moveable walls to enable space to be quickly and easily reconfigured to meet a range of requirements. Operable/moveable walls can be used where you face significant variability in your day-to-day optimum meeting room number and size configuration.

Furniture

  • Rectangular meeting tables of consistent size, capable of being locked together when in use and folded/tilted away for storage.
  • Easy-clean, stackable meeting chairs.
  • Excess furniture store attached to room where possible.

Equipment

  • Electronic whiteboard on a pedestal or on the wall.
  • 1 x large flatscreen television compatible with current video conferencing software capability, and USB, HDMI and component inputs.
  • Phone and wall shelf with teleconference accessories.
  • Audio presentation speakers.

Boardroom - approximately 24 seats

Furniture

  • Rectangular meeting tables of consistent size, capable of being locked together when in use and folded/tilted away for storage.
  • Easy-clean, stackable meeting chairs.
  • Secretariat table.
  • Lockable storage cabinet for glasses, jugs and presentation computer equipment.

Equipment

  • Electronic whiteboard on pedestal.
  • 1 x large flatscreen television compatible with current video conferencing software capability, and USB, HDMI and component inputs.
  • Phone and wall shelf with teleconference accessories.
  • Audio presentation speakers.

Large meeting room - approximately 12 to 16 seats

Furniture

  • Rectangular meeting tables of consistent size, capable of being locked together when in use and folded/tilted away for storage.
  • Easy-clean, stackable meeting chairs.

Equipment

  • Large whiteboard.
  • 1 x large flatscreen television compatible with current video conferencing software capability, and USB, HDMI and component inputs.
  • Phone and wall shelf with teleconference accessories.
  • Audio presentation speakers.

Medium meeting room - approximately 8 seats

Furniture

  • Rectangular meeting tables of consistent size, capable of being locked together when in use and folded/tilted away for storage.
  • Easy-clean, stackable meeting chairs.

Equipment

  • Large whiteboard.
  • 1 x large flatscreen television compatible with current video conferencing software capability, and USB, HDMI and component inputs.
  • Phone and wall shelf with teleconference accessories.
  • Audio presentation speakers.

Small meeting room – approximately 4 seats

Furniture

  • Meeting table of consistent design with other meeting rooms.
  • Easy-clean, stackable meeting chairs.

Equipment

  • Medium whiteboard.
  • Phone and wall shelf with teleconference accessories.
  • Audio presentation speakers.
  • Optional: 1 x medium flatscreen television compatible with current video conferencing software capability, and USB, HDMI and component inputs.

Video conference room – approximately 12 seats

Furniture

  • Table set-up ensuring all users can be seen, such as horseshoe shape. Should feature integrated soft wiring for data, power and extension-microphone connection.
  • Easy-clean, stackable meeting chairs.
  • Lockable sideboard for catering and equipment storage.

Equipment

  • Large electronic whiteboard.
  • 1 x large flatscreen television compatible with current video conferencing software capability, and USB, HDMI and component inputs.
  • Phone and wall shelf with teleconference accessories.
  • Extension microphones allowing all users to be heard clearly, such as table or ceiling mounted.
  • Audio presentation speakers.

Quiet booth - may be bookable or not

Furniture

  • Meeting table of consistent design with other meeting rooms.
  • Easy-clean, stackable meeting chairs.

Equipment

  • Wall shelf.
  • Optional: Monitor with docking station or with capability to link to staff devices.
  • Optional: Landline phone, noting most agencies use apps and communicate through portable devices. 
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