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Company Retreat Dashboard template
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Meeting & Workshop Setup Checklist
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Meeting & Workshop Setup Checklist

Organising a productive working session requires more than just booking a room. This checklist will help you think through the key elements needed to create a comfortable and effective environment for collaboration, presentations, and discussions.
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1. Room Setup & Seating Layout

Think about how you want participants to interact and what type of session you are running.
Common seating setups include:
Theater style – chairs in rows facing the stage or screen, ideal for presentations.
Classroom style – tables with chairs facing forward for note-taking and laptops.
Boardroom style – one large table for discussion and decision-making.
U-shape – tables forming a U, allowing everyone to see the presenter and each other.
Cabaret / round tables – ideal for workshops and group work.
Circle seating – good for smaller, interactive sessions.
Questions to consider:
How many participants will attend?
Do participants need tables for laptops or writing?
Will there be group work or breakout discussions?
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2. Audiovisual Equipment (AV)

Technology plays a key role in making presentations and collaboration smooth.
Consider the following:
Screen size – is the main screen large enough for the room?
Additional screens or TVs – needed for larger rooms or better visibility.
Projector or LED screen
Sound system and speakers
Number of microphones
Handheld microphones
Lapel microphones
Table microphones for panels
Presenter tools
Clicker for presentations
PowerPoint connection
HDMI / USB-C adapters
Cables and reductions
HDMI cables
USB-C adapters
Mac/PC connectors
Power supply
Enough outlets for laptops
Extension cables or power strips
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3. Stage & Presenter Area

If you have speakers or presentations, consider how visible the presenter should be.
Things to decide:
Do you need a stage or raised platform?
A lectern or presenter table?
Space for panel discussions?
Comfortable visibility for all participants.
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4. Recording or Live Streaming

If you want to share the session with remote participants or record it.
You may need:
Cameras
Streaming platform setup
Audio capture from microphones
Stable high-speed internet
Technical support during the session
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5. Coffee Breaks & Catering

Breaks are important for focus and networking.
Typical timing:
Morning coffee break after 60–90 minutes
Lunch break after 3–4 hours
Afternoon coffee break if the session continues
Consider:
Location of the coffee break area
Flow of participants leaving and re-entering the room
Dietary requirements
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6. Room Comfort & Environment

A comfortable environment improves concentration and energy levels.
Think about:
Ceiling height and room size
Natural light or windows
Air conditioning and temperature settings
Lighting options (bright for work, dim for presentations)
Acoustics and noise levels
Ventilation
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7. Practical Details

Small details can make a big difference.
Check if you need:
Flipcharts and markers
Whiteboards
Sticky notes for workshops
Notepads and pens
Name tags
Signage or branding in the room
Registration desk
Water available in the room
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