Most successful negotiators consider the setting for a meeting to be a crucial factor. “The better the mood, the better the agreement” states an old negotiation principle.

A high stakes negotiation causes stress levels to rise. When stakes are high, so are emotions. Therefore, the more uncomfortable it is on the inside, the more agreeable it should be on the outside. Here is a tool that will help you set the right atmosphere for your next negotiation:

• Choose the seating arrangement wisely. It is you who should place the name cards and direct people to their seats. Otherwise, all the representatives of party A will naturally sit on one side of the table, while all the representatives of party B will take their seats on the opposite side.
• Preferably choose a round table for your meeting. This shape will allow all participants to sit side by side and have eye contact with one another.
• Make sure no mistakes are made on the name cards. Double check the spelling of names and use proper titles.
• Decide what equipment you will need. Work materials such as projectors, pens and notepads should be available, the presentation (if applicable) should be well organized and everything should be tested so that technical issues are avoided.
• Make sure there is a whiteboard or a flipchart at your disposal. This is a very powerful tool of persuasion. You can write your demands down on the board or flipchart and have them in full sight all through the meeting. The longer your negotiation partner looks at your demands, the more they subconsciously embrace them.
• Consider how many copies of documents you make available. Beware that if everyone has their “own” copy, even if it`s the same document, the ownership effect will kick in. The same document will then become your and their version. It might be better to open a share screen option and have everyone contribute while one person (you or a member of your team) writes down the points under discussion and what was agreed on.  
• Do not order catering. Go out for coffee/tea or lunch instead. Leaving the meeting room liberates the mind. It is like going on the symbolic emotional balcony where you distance yourself from the action, except that you physically move. The symbolic act of walking together in one direction has a powerful effect. It is worth noting that you cannot walk face-to-face, only shoulder to shoulder – in a collaborative rather than a confrontational manner.
• Have refreshments available. Not offering any is perceived as rude and condescending. Healthy snacks such as nuts or fruits are better than energy drinks that artificially pump the negotiators up.
• Pay attention to the ambience of the negotiation room: comfortable chairs, adequate light (not too bright, not too low), pleasant temperature, fresh flowers and small gifts or courtesies set the mood for cooperation.