A room that is too large makes people feel less involved in the conversation. People tend to get fidgety and uncomfortable if they have to sit too long on hard folding chairs. If you have an option, cushioned chairs are preferable. Seating arrangement . Give some thought to the seating arrangement.
People talk more freely if they can see one another.
A semi-circle is often very effective for this type of conversation. Wherever you hold the meeting, there should be room for a refreshment table. Refreshments help set the tone that your guests' presence is valued. Coffee and cold drinks should be available throughout the meeting.