Business Conference Room vs. Meeting Room: Which Do You Need?

As a provider of on-demand meeting spaces, people tend to ask us questions about meeting rooms vs. conference rooms. One of the most common questions we receive is this: “Is there a difference between a conference room and a meeting room?” It’s a fair question, so we’d like to answer it and explain some similarities and differences between the two.

A meeting is “An assembly of people for a particular purpose, especially for formal discussion.” Meanwhile, a conference is “a meeting of two or more persons for discussing matters of common concern.”

What is a Conference Room?

Where things become a bit more complicated is when we add in a secondary definition for “conference,” namely one synonymous with “convention.” In this definition, the whole attendance of the conference can only fit inside a single room if it’s a room of considerable size.

While a cursory look into the definitions suggests synonymous meanings between “meeting room” and “conference room,” that secondary definition for “conference” changes things. Because of this, “conference room” tends to be used in connection with larger rooms and spaces. 

While not every conference room can accommodate hundreds, they do tend to be larger (often seating a dozen or more) and containn a large table like that found in a boardroom. They also typically contain AV components like a projector, TV, or computer to help conduct presentations, trainings, or lectures. 

What is a Meeting Room?

“Meeting rooms,” meanwhile, are often as small as a room that can only fit four people. Moreover, these smaller rooms in many cases lack tables and are furnished only by chairs (and potentially some display items like a whiteboard or a projector). Other than this minor difference in meanings, “meeting rooms” and “conference rooms” tend to be used interchangeably, even by the professionals who use them.

The question then becomes, which term do people use more frequently in everyday language, and does it differ based on location? We found this line of inquiry especially intriguing and we wanted to see how other professionals interacted with these terms. So we decided to ask.

What Are Conference Rooms Used For?

Conference rooms are meant for formal or large meetings. Due to their size and seating possibilities, conference rooms are often used for lectures with one person leading the meeting and speaking to the rest of the group. The best type of conference room meeting is focused on education, training, or presentations. 

You might find that your meetings suffer in a conference room and do not feel productive. It doesn’t mean your meeting is the problem; rather, it could simply be the location of the meeting. If you are looking for a collaborative space to brainstorm, a conference room might not be the best space. 

What Are Meeting Rooms Used For?

Meeting rooms are meant for smaller groups of people who have the intention to collaborate or brainstorm together. There might be some basic technology available in a meeting room, but the space is mainly there to facilitate interpersonal work. 

Many people think a big conference room is exactly what they need for their meeting, but if there are only two or three people attending, and you need to work together as a team, why complicate the process in a large conference room? Oftentimes, a personal area where you can communicate freely and work together is exactly what is needed, and that is what a meeting room can provide rather than a conference room. 

Consider booking a meeting/conference room with Davinci Meeting Rooms, where every meeting room contains a table. And remember, the next time you need on-demand space, renting a room from us is the easy and affordable way to host a meeting without paying hotel meeting room prices. 

When you schedule the right room for the job you are trying to accomplish, giving yourself the right space to get the job done, you’ll start to find your meetings running smoother and more productively.

Key Differences Between Business Conference Rooms & Meeting Rooms

- Conference rooms and meeting rooms differ in size and purpose. 

- Conference rooms are larger, accommodating a dozen or more people, and feature AV components for presentations and lectures. 

- Meeting rooms are smaller, designed for collaborative work and brainstorming, accommodating four people or less. Professionals often use both terms interchangeably. 

- Conference rooms suit formal meetings, lectures, and large gatherings, while meeting rooms are ideal for interpersonal collaboration.

- Consider the meeting's purpose and size when choosing a room. 

When Conference Rooms and Meeting Rooms Are Interchangeable

While conference rooms and meeting rooms have distinct characteristics, they are often versatile enough to be used interchangeably, depending on the situation and the needs of the group. The overlap in functionality means that the line between the two can blur, and many businesses find that either space can work in a pinch.

Pro Tip: When booking or using a space, focus on how well the room meets your needs rather than the label assigned to it. Whether it’s called a conference room or a meeting room, the right setup and equipment can transform any space into the perfect environment for achieving your goals.

Example Use Cases for Conference Rooms and Meeting Rooms

To help you better understand the distinctions between conference rooms and meeting rooms, let’s explore some real-world examples of how these spaces are used in business settings.

Conference Room Example: Presenting Quarterly Financials to Investors

Imagine a tech startup preparing to present its quarterly financial performance to a group of high-profile investors. This is a formal, high-stakes meeting that requires a space designed to impress and accommodate a larger audience. The conference room is equipped with:

- A large, executive-style table and ergonomic chairs for up to 20 attendees.

- Advanced audio-visual equipment for a seamless presentation, including a projector and multiple screens.

- Excellent acoustics to ensure clear communication.

- A professional atmosphere that sets the tone for serious business discussions.

By choosing a conference room, the company ensures that its presentation is polished and impactful, leaving a lasting impression on the investors.

Meeting Room Example: Brainstorming a New Marketing Campaign

Now consider a small marketing team tasked with brainstorming ideas for an upcoming product launch. They need an intimate, collaborative space where creativity can flow. A meeting room is the perfect setting because it:

- Accommodates 4–6 team members comfortably, fostering a more personal and informal atmosphere.

- Features a whiteboard and sticky notes for mapping out ideas.

- Includes basic technology, like a projector or flat-screen TV, for sharing visuals.

- Offers a quiet environment away from the distractions of the main office.

The meeting room allows the team to focus on their task, collaborate effectively, and leave with a clear strategy for the campaign.

Find a Meeting or Conference Room Near You

Davinci offers business conference room and meeting room rentals around the globe. Our meeting and conference rooms are equipped with state-of-the-art amenities and services to make your meeting or conference run smoothly. Find a room from one of our many locations and book online today. 

About Patrick Spencer

Patrick Spencer (Ph.D.) is the President and Founder of TIRO Communications that helps companies develop, build, and manage content, customer, advocacy, and demand-gen programs. Included in its offerings is TIRO Cognition Insights, a data analytics tool that enables B2C and B2B businesses to pinpoint what their customers and competitors’ customers are saying and to identify corresponding actionable product, services, competitive, sales, and marketing intelligence. LinkedIn Profile: LinkedIn Website: www.tirocommunications.com