Conference Room vs. Meeting Room: What's the Difference?

In the business world, the terms conference vs meeting are often used interchangeably — but there’s a big difference when it comes to choosing the right space. Whether it’s a conference room vs meeting room, the choice affects cost, tone, productivity, and ultimately how your meeting is received. In this guide, we’ll walk you through what separates a meeting room from a conference room, help you decide which one fits your needs, and offer tips to make the most of your space.

What is a Conference Room?

A conference room is a larger, more formal space used for executive meetings, client presentations, board meetings, and events requiring a professional setup. Conference rooms often include high-end AV equipment, multiple displays, speakerphones, and video conferencing tools.

Ideal for:

Board Meetings

Formal Presenations

Client Pitches

Hybrid or Virtual Meetings

Pros:

Professional Setup

Advanced tech

Larger Capacity

Cons:

Higher Cost

Less Flexibility

Requires advanced booking

What is a Meeting Room?

A meeting room is typically a smaller, more flexible space designed for informal conversations, team check-ins, collaborative work, or one-on-one discussions. You’ll find essentials like a table, chairs, a whiteboard, and maybe a presentation screen or monitor.

Ideal For:

Internal team meetings

Interviews

Quick huddles

Brainstorming sessions

Pros:

Lower cost

Casual atmosphere

Flexible furniture

Cons:

Limited tech support

Smaller capacity

Other than this minor difference in meanings, “meeting rooms” and “conference rooms” tend to be used interchangeably, even by the professionals who use them.

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. 

Conference Room vs Meeting Room: Side-by-Side Comparison

When deciding between a conference room and a meeting room, several factors matter. Below is a comparison of what differentiates a conference room from a meeting room — and when one might serve you better than the other:

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.

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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