Tips for Successful Breakout Rooms: What Meeting Planners Need to Know
When it comes to events, general sessions often get the spotlight; however, breakout rooms are where real engagement happens. These spaces allow for deeper learning, networking, and meaningful discussions. Whether you’re planning an association meeting or a corporate summit, the success of your breakout rooms can directly impact the attendees’ experience.
From those experiences, we’ve identified what works and what pitfalls to avoid. Here are our top tips to help meeting planners master breakout room planning and ensure stress-free execution.
1. Plan Early and Secure Room Access
The first step to a successful event is early collaboration with your AV partner. Time is critical, both for setup and troubleshooting.
Negotiate access windows upfront. Confirm in your contract not only the breakout rooms' names but also the technical setup time.
Set all rooms at the same time. Even if not all breakout rooms are in use right away, setting them up together saves labor, reduces rushed installations, and helps avoid overtime charges.
When possible, negotiate with your AV partner that rental days are excluded for dark days.
Ideal timing: In a perfect world, breakout setups occur a day or two before the event begins. This provides time to test equipment, confirm cabling, and resolve layout issues.
2. Optimize Tech Staffing
Staffing can make or break the breakout experience.
Use floaters strategically. A good rule of thumb is one technician per four rooms; however, adjust this based on the distance between rooms, the number of floors, and union versus non-union rules.
Dedicated technicians for corporate events. Association clients often work with a floater model, while corporate clients typically expect dedicated tech in every room for consistent, high-touch service.
Fast troubleshooting. Having the right balance of floaters and in-room techs ensures smooth transitions and quick fixes when needed.
3. Choose the Right Display Technology
Display size and type impact both attendee comfort and room layout.
Go bigger when possible. Opting for a larger 80” monitor instead of a 60” monitor may add cost, though it improves sightlines, eliminates the need for projection, and creates a cleaner footprint.
Monitors vs. projectors. For smaller breakout spaces, monitors on stands provide a streamlined aesthetic. For larger rooms, projectors with tripod screens can be effective, but always consider ceiling height, viewing angles, and space.
Better viewing equals better learning. Clear visuals allow attendees to stay focused and engaged.
4. Don’t Overlook Audio
Audio quality is just as important as visuals.
Scale audio to room size. Even small breakouts need appropriate sound; clarity is critical for both in-room participation, focus, and recordings.
Coordinate wireless systems. Assign an RF (radio frequency) coordinator if you’re using multiple wireless microphones across several rooms to prevent interference.
5. Be Smart About Space and Storage
Storage is often an afterthought; however, it can make or break efficiency on-site.
Secure storage space. Spare equipment needs to be accessible but hidden, keeping rooms clutter-free.
Negotiate pre-conference areas. Unused pre-con space can double as breakout or storage areas; this is especially useful at non-union properties where restrictions are lighter.
Airwalls make quick transitions possible. When rooms divide or combine, pre-set AV equipment allows crews to simply reconnect cables, saving valuable time between sessions.
6. Watch for Exclusivity Clauses
Some hotels enforce AV exclusivity in breakout rooms, even if they’re not adjacent to the general session. That can mean surprise service fees if you’re working with a third-party AV partner.
Ask before you sign. Clarify exclusivity policies and service fees during contract negotiations to avoid budget surprises.
7. Maintain Consistency Across All Rooms
Your breakout rooms should reflect the same professionalism and attention to detail as your general session.
Unified service levels. Don’t let AV quality drop in smaller rooms; audiences notice inconsistencies.
Reinforce your brand. Consistent experiences across rooms elevate the overall perception of your event.
Breakout Room Planning Checklist for Meeting Planners
Use this checklist during venue selection and pre-event planning.
Before Signing the Venue Contract
Clarify AV exclusivity policies for breakout rooms.
Confirm breakout access times for setup and teardown.
Ask about storage and use of pre-conference space.
Verify wireless internet capacity in each breakout room.
During AV Planning
Decide on dedicated vs. floater technicians.
Confirm appropriate monitor or projector sizes.
Ensure a Radio Frequency Coordinator is part of your crew for wireless systems.
Plan setup timing to reduce labor costs.
Day of Show
Ensure equipment in each room is tested and labeled.
Store backup gear in accessible locations.
Keep communication lines open among the show crew.
Monitor attendee feedback on audio and visuals.
Final Thought
Breakout rooms aren’t “side sessions.” They’re where attendees connect with content on a personal level. With proper planning, thoughtful AV design, and the right technical support, breakout spaces can be a highlight of your event. Partner with an experienced AV team that understands the unique challenges and opportunities of breakout room management, and your audience will thank you.
