The Long-Term Room. Depending on what space is available to you, either at not cost or on a rental basis, it is best to choose the smallest possible room that will comfortably hold the participants. 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.