A sofa in a meeting room is not decoration: it shapes the posture of whoever is waiting, the length of an interview and even the perception of the company. This checklist is intended for those who have to decide on the purchase and don’t want to be swayed by the catalogue. Each point includes the reason why it matters and, where relevant, the limit.
1. Real use: short wait or informal meeting?
Before looking at fabrics, define how long a person will spend sitting. A sofa for receiving visitors for 10 minutes will withstand almost any seat; one used for two-hour meetings needs a deep seat, a high back and medium-high density foam.
Check: if more than half of the use will be short waits, don’t oversize with reclining armchairs: they take up more space and convey informality in formal contexts.
2. Measurements: the most expensive mistake
Measure the free space, not the total space. A 3-seater sofa is around 2.10–2.30 m wide and 85–95 cm deep; with a coffee table in front you need at least 40 cm of passage between the two.
- Door width and lift turning space: check that it fits disassembled or in one piece.
- Armrest height relative to the side table: if it sits lower, no one will be able to rest a folder on it.
- Leave 60–70 cm of circulation between the sofa and the opposite wall if there are meeting chairs.
Practical example: a two-seater sofa with a chaise longue seems an elegant solution, but in rooms of less than 12 m² it blocks side access to the table and forces people to walk in front of whoever is seated.
3. Upholstery according to traffic
The fabric decides the useful life. For intensive use, look for fabrics with a high number of Martindale cycles (above 25,000 for contract use) and a stain-resistant treatment. Faux leather withstands cleaning well but cracks with the continuous rubbing of bags and folders; wool is durable but requires maintenance.
Honest limitation: no textile upholstery is immune to a spilled coffee. If the room is used for catering, consider a removable cover or a washable technical fabric.
4. Structure and filling
- Solid wood or metal structure; avoid particleboard without reinforcements in high-use areas.
- Foam with a minimum density of 30 kg/m³ in the seat; below that, it flattens within months.
- Pocket springs if you want living-room-sofa comfort, although it makes it more expensive.
- Metal or wooden legs with protectors: office flooring scratches easily.
5. Ergonomics for conversations
The seat should be 42–45 cm from the floor and the backrest should allow the lumbar area to be supported without being reclined. A sofa that is too soft invites you to sink in and makes it difficult to hold a work conversation.
If the room is used for interviews, avoid sofas with a low headrest: they force the neck to tilt backwards and break eye contact.
6. Maintenance and spare parts
Ask before buying: can the cushions be replaced? Are covers available for sale? What product does the manufacturer recommend? According to documentation from contract furniture manufacturers, the availability of replacement covers is one of the factors that most extends the life of furniture in offices.
7. Safety and regulations
In office spaces, check that the upholstery complies with the fire-retardancy regulations applicable to contract furniture. Not all sofas from domestic stores comply, and it is a point that the prevention department usually requests.
8. Budget and lead time
A two-seater contract sofa with technical upholstery usually falls in a range above the equivalent domestic one, but includes a longer structural warranty. Always ask for the delivery time in writing: made-to-measure manufacturing times run long, and a room without a sofa on the opening date is a visible problem.
Quick checklist before signing
- Have I measured the space, the door and the lift?
- Does the intended use justify the seat depth?
- Does the fabric have Martindale cycles suited to the traffic?
- Is the foam at least 30 kg/m³ in density?
- Are there replacement covers or cushions?
- Does it comply with the fire-retardancy required in the building?
- Is the delivery time in writing?
If any answer is “I don’t know”, it’s not a minor detail: it’s the box worth resolving before paying.