Meeting & Boardroom Table Buyers Guide

Setting up or refreshing an office meeting or boardroom space requires careful consideration, and the table is often the central piece. Choosing the right one can significantly impact the functionality, comfort, and overall impression of the room. This buyer's guide will walk you through the key factors to consider when selecting a meeting or boardroom table for your office.

1. Size and Capacity: How Many People Do You Need to Seat?

This is the most critical factor. You need to accurately assess how many people will typically use the table. Consider:

• Average Meeting Size: How many employees are usually present in a meeting?
• Maximum Capacity: Do you occasionally host larger meetings, clients, or external guests?
• Room Dimensions: The table must fit comfortably within the room, allowing ample space for chairs to be pulled out and for people to walk around. A general rule of thumb is to leave at least 100-120 cm of clear space between the edge of the table and the walls or other furniture. For larger boardroom tables, even more space (120-150 cm) is advisable for better circulation.
• Space Per Person: Allow approximately 60-80 cm of table edge per person for comfortable seating, note-taking, and using laptops. For more formal or longer meetings, aiming for the higher end of this range (70-80 cm or even more) is recommended.

Tip: Measure your room carefully and mark out the potential table size on the floor using masking tape to visualise the space it will occupy.

Calculating Seating Capacity:

• Rectangular/Oval Tables: Add the lengths of the two long sides and divide by the space per person (e.g., 70 cm or 0.7m). You can often fit one or two people at each end as well, depending on the table design and leg position.
• Round Tables: Calculate the circumference ($C=\pi \times \text{diameter}$) and divide by the space per person.

2. Table Shape: What's the Meeting Style?

The shape of the table influences the dynamic of the meeting:

• Rectangular: The most traditional shape, often associated with formal meetings and presentations. It clearly defines a 'head of the table' and can work well for hierarchical structures. Available in a wide range of sizes.
• Oval/Boat-Shaped: Similar to rectangular but with softer, rounded ends. These offer a slightly less formal feel while still allowing for a clear head position if desired. The curved ends can feel more inclusive.
• Round: Ideal for collaborative and less formal meetings. Everyone is equidistant from the centre, promoting equal participation and discussion. Best suited for smaller to medium-sized groups.
• Square: Similar to round tables, promoting equality and interaction. Best for smaller groups.
• Modular/Reconfigurable: Consists of smaller tables that can be arranged in various configurations (e.g., large boardroom table, smaller meeting clusters, U-shape). This offers great flexibility if your meeting needs vary frequently or if you need to maximise space usage for different purposes.

3. Material and Finish: Balancing Aesthetics, Durability, and Budget

The material of your table affects its appearance, durability, and cost. Common options in the UK market include:

• MFC (Melamine Faced Chipboard): A popular and cost-effective choice. It's durable, scratch-resistant, and available in a vast range of colours and wood effect finishes. Good for general office use.
• Laminate: Similar to MFC in durability and appearance options, often slightly more hard-wearing.
• Wood Veneer: Offers the look and feel of solid wood at a lower cost. A thin layer of real wood is applied over a core material. Requires more care than MFC or laminate but provides a more premium aesthetic.
• Solid Wood: The most durable and luxurious option, but also the most expensive. Offers a timeless look and can be refinished if needed. Requires regular maintenance.
• Glass: Provides a modern and often spacious feel to a room. Can be clear, frosted, or coloured. Shows fingerprints and requires frequent cleaning. Toughened glass is essential for safety in an office environment.
• Metal/Other: Some modern tables incorporate metal, concrete effect, or other materials for bases or tops, offering unique design options.

Consider the existing office decor and the desired impression for the meeting space when choosing materials and finishes. A boardroom might benefit from a more premium finish like wood veneer, while a general meeting room could be well-served by MFC or laminate.

4. Style and Design: Matching Your Office Aesthetic

The table's style should complement the overall design of your office. Styles range from traditional and classic to modern and minimalist.

• Traditional: Often features wood finishes, classic shapes, and potentially more ornate details.
• Contemporary/Modern: Characterised by clean lines, simple shapes, and materials like metal, glass, and sleek laminates.
• Industrial: May incorporate raw materials like metal and wood with a focus on functionality.

Think about the legs or base of the table as well – options include panel ends, O-legs, A-frames, or trumpet bases, each contributing to the overall look. Ensure the leg design allows chairs to tuck underneath comfortably.

5. Integrated Technology and Cable Management:

In today's connected world, power and data access at the table are crucial.

• Power and Data Modules: Many modern tables offer integrated power sockets, USB charging ports, HDMI, and network connections built into the tabletop or a central panel. This avoids messy cables trailing across the floor.
• Cable Management: Look for tables with built-in cable trays or channels to keep wires tidy and out of sight, improving safety and aesthetics.

Consider how participants will need to connect laptops, projectors, or video conferencing equipment when choosing a table with technology integration.

6. Budget:

Meeting and boardroom tables vary significantly in price based on size, material, design, and features. Establish a budget range early in your search. While cost is a factor, remember that a durable, well-chosen table is a long-term investment. Cheaper tables may not withstand heavy use and could require earlier replacement.

7. Accessibility:

Ensure the table and the surrounding space are accessible to everyone, including those with mobility issues. Standard table height is typically 72-75 cm, but consider if a height-adjustable section or a specific table height is needed for accessibility requirements. Ensure enough clearance around the table for wheelchair users.

8. Delivery and Installation:

Consider how the table will be delivered and assembled. Large boardroom tables can be heavy and complex to put together. Kolab Designs offer delivery and installation services, which can save time and effort and ensure the table is built to a professional standard.