A short guide to what helps — so the call is time well spent.
A quick note: this post is written for people who've already booked a room planning session with us. If that's not you yet, read on if you're curious — but it's really a preparation guide for an upcoming call.
You're about to rethink a room — and that's where every good space begins. A short kick-off call comes next, and this is how to make it count. It's a conversation, not a presentation: we ask the questions, you don't have to drive it. A few things sent ahead, though, turn a good call into a productive one.
📐 A proper floor plan — if the room is set
If the space is already decided, this is the one thing worth getting right: a real plan with actual dimensions. No plan on file? A clean hand sketch does the job, as long as the key measurements are on it: wall lengths, door and window positions, ceiling height. And if the room isn't fixed yet — even better. That's the ideal moment to bring us in, while the space itself is still an open question. Just tell us where things stand.
🏷️ What's already in the room
What's there, and what stays: existing furniture, screens and displays, built-in cabinets, radiators, anything fixed to the walls. A few photos from the doorway say more than a long description. We design around what you keep — so the more we know, the less guesswork later.
💡 A few words on what the room is for
We'll dig into this together on the call — a few keywords ahead of time just help us come prepared. What should happen here: workshops, formal meetings, training sessions, quick updates, presentations, hybrid calls, all of it? Who's likely to use the room, and for what — one team with a clear routine, or many groups with different needs? And how much does multifunctionality matter — one room that flexes across many uses, or a space built around a single one? Bullet points are perfect. No need to write more than that.
🔭 Remote
One thing worth its own line: roughly what share of your meetings include remote participants? Ideally by format — a hands-on workshop and a weekly sync often look very different. It's one of the biggest drivers of how a room should be laid out, so even a rough split helps a lot.
🏆 What would make it a win
Worth thinking past these rooms for a moment. Across all your meeting formats — workshops, reviews, syncs, presentations — and the rooms they happen in: where does it break down today? What are the problems and frustrations? Then the other side — what would success look like, and what matters most to get right? A few honest lines here tell us more than any spec sheet. It's the difference we're actually designing for.
⚖️ A rough indication of timing and budget
Not a commitment — a direction. A target month, a budget range, even a wide one. It stays non-binding, and we won't hold you to it. But it lets us design toward your reality instead of past it; a rough number is far more useful than none.
📯 When to send it
Just reply to your invitation email with whatever you have — no need for a formal document. The only thing that matters: let us have it at least two working days before the call, so we walk in already up to speed.
That's it. Send the plan (and photos), a few words on how the room will be used and what would make it a win, a sense of what's in it, and a rough direction. We'll take it from there.