Renovation of Meeting Room 321

A. Background
Meeting Room 321 does not currently satisfy the needs of the Division of Programme Management. Its furniture is outdated and cannot be moved, meaning that the room can only be used for the purpose of large, formal meetings around one table. It also receives a large amount of noise from nearby Taft Avenue, which makes holding meetings difficult. As such, we are looking to renovate the room and the adjoining foyer.

B. Purpose/Specific Objective of the Activity
The purpose of the renovation is two-fold.
1. Acoustic treatment, sound proofing, lighting and cable management of the room: Renovations should ensure reduced level of noise, improved lighting and better management of cables in order to enable more effective face-to-face meetings as well as audio/video conferencing.

2. Creation of a more productive, multi-function space: The room design should be flexible enough to allow for a number of different purposes, including division meetings, video conferences, training sessions with small group work, and social events. It should project a warm ambience and quiet work environment where staff can work away from the open office space in Room 319 (eg. for teleconferences, small meetings, or focused individual work). This requires a more inviting and aesthetically pleasing use of the space, including some minor amendments to the foyer outside of Room 321.

Both 321 and the foyer should feel welcoming, modern, and comfortable. We are hoping to avoid a sterile, typical office environment. Instead it should be a space that staff enjoy working and gathering in. This can be achieved with the introduction of a corner couch, customized couch bench seats along the windows (that maximize space of the room); large cushions, and a bright colour scheme. In addition, the foyer adjacent to 321 should be transformed into a comfortable lounge area, with an L-shaped couch, rug and coffee table. We will also introduce a standing desk against one wall, with two monitors and docking station that any staff can hotspot at.

C. Description of activities to be carried out
a. Soundproofing and acoustic treatment of Room 321 (wall, ceiling, floor & window treatment)
b. Development of an aesthetic design style for Room 321 and the accompanying foyer area
c. Civil works including lighting and raised flooring to accommodate structured cabling
d. Procurement and custom build of office furniture (meeting tables, observer lounge seating, standing desks, etc.)

D. Method(s) to carry out the activity
1- Site/ocular inspection and measurement
2- Development of mock-up/proposal (layout, perspective drawings, etc.)