You need to book a room for your team. But when you search online, you’re hit with “conference rooms,” “training rooms,” “boardrooms,” and “seminar rooms.” Are they different? Does the label matter?
Yes — and choosing the wrong type will affect everything from your room layout to your AV setup to your per-person cost. Here’s a clear breakdown.
The Core Difference
A conference room is designed for discussion among a relatively small group. Think collaborative meetings, client presentations, board discussions, or team check-ins. The setup is typically a central table with chairs around it where everyone is facing each other. The technology focus is video conferencing capability, a screen for sharing decks, and good acoustics.
A training room is designed for instruction-led sessions where one or a few people are presenting to a larger group. Participants face forward — toward a screen, whiteboard, or presenter. The setup prioritizes sightlines, note-taking surfaces, and clear audio projection to the back of the room.
Same building, different purpose. Booking a conference room for a 40-person training session or booking a training room for a 10-person board meeting creates friction that’s hard to overcome with furniture rearrangement alone.
When You Need a Conference Room
Choose a conference room when:
- Group size is 6–20 people and everyone needs to actively participate
- The goal is discussion, not instruction — strategy sessions, client meetings, retrospectives
- Video conferencing is central — calling in remote team members, presenting to external stakeholders
- You need a boardroom feel — a formal, professional setting matters for the impression you’re making
Conference rooms work best for: leadership meetings, client pitches, job interviews, quarterly reviews, workshops with heavy group participation, legal and HR discussions.
At S3PACE, our conference facilities seat 10–20 people and include a TV screen, video conferencing equipment, high-speed WiFi, and whiteboards. Hourly booking is available with a minimum of 2 hours, so you only book the time you actually need without committing to a full day.
When You Need a Training Room
Choose a training room when:
- Group size is 15–70 people and a facilitator is leading the session
- The format is instructor-led — corporate training, onboarding, product demos, certification programs
- Participants need to take notes or work through materials — tables, not just chairs
- Projection quality matters — the presenter’s visuals need to be seen from the back of the room
Training rooms work best for: L&D sessions, compliance training, software demos, sales kickoffs, certification prep, educational seminars, and professional workshops.
S3PACE’s training rooms seat 12–70 people in classroom-style layouts, with TV displays or projection screens, whiteboards, flip charts, and high-speed WiFi. The room can be configured in different layouts depending on whether you need pure instruction rows or a hybrid workshop setup.
The Grey Zone: Workshops and Team Sessions
What about events that blend both? A half-day workshop where a facilitator presents for the first hour, then breaks into small group work? Or an all-hands with a mix of presentations and open discussion?
A few signals to help you decide:
- If more than 50% of the time is presentation/instruction → book a training room
- If discussion and collaboration dominate and the group is under 20 → book a conference room
- If you have a group of 20–40 with mixed activities → ask specifically about hybrid-layout rooms that can accommodate both (some training rooms allow furniture reconfiguration)
When in doubt, describe your agenda to the venue — any decent space should be able to tell you which room type fits your plan.
Capacity Planning: Don’t Book Too Tight
A common mistake: booking a room for exactly the number of confirmed attendees, with no buffer. Add 10–15% to your confirmed count when determining room capacity. Reasons:
- Late additions are common once an event is confirmed
- Comfortable spacing affects how long people stay engaged
- Training sessions with materials need table space beyond just a seat
For a 30-person training session, look for a room rated for 35–40 in your configuration type.
AV Checklist by Room Type
For conference rooms, confirm:
- TV or monitor size (minimum 65″ for groups of 10+)
- Video conferencing platform compatibility (Teams, Zoom, Google Meet)
- Screen sharing: HDMI, USB-C, or wireless?
- Microphone: table mics or does the room rely on laptop audio?
- Whiteboard or digital whiteboard availability
For training rooms, confirm:
- Screen or display size relative to room depth (rule of thumb: 1″ of screen width per foot of viewing distance)
- Is projection or LED display? (LED eliminates washout from room lighting)
- Wireless presentation clicker included?
- Audio: speakers facing the audience, not just forward-facing?
- Are power outlets accessible at tables, or only at walls?
Pricing: What to Expect in Toronto
Conference room hourly rates in Toronto typically range from $40–$120/hour depending on size, location, and inclusions. Training rooms — given their larger footprint — run $80–$200/hour for similar reasons.
Be cautious of venues that quote a base rate and charge separately for AV, whiteboard markers, and WiFi. Ask for an all-in quote that reflects your actual session.
At S3PACE, AV is included in the room rental. There are no add-on charges for WiFi, whiteboards, or standard equipment. For pricing specific to your date and group size, contact us directly — most inquiries receive a quote within one business day.
Quick Reference: Which Room Do You Need?
| Situation | Room Type |
| Board meeting, 8 people | Conference room |
| Client pitch, 6 people | Conference room |
| Compliance training, 35 people | Training room |
| Product onboarding, 25 people | Training room |
| Team retrospective, 12 people | Conference room |
| Sales kickoff, 50 people | Training room |
| Workshop with breakouts, 20 people | Training room with flexible layout |
| Interview panel, 4 people | Conference room (small) |
About S3PACE’s Rooms
S3PACE offers both conference rooms (10–20 people) and training/seminar rooms (12–70 people) at 205 Placer Ct, North York — with free parking for all guests, included AV, and hourly booking available. Both room types include high-speed WiFi, display screens, and whiteboard access.
Members of our coworking space receive discounted room rates. For non-members, day rates are straightforward with no hidden fees.
Book a room or schedule a tour: event inquiry form or 416-998-0808.
