The arrangement of your meeting space can significantly influence the engagement and educational effectiveness of your event. Striking the right balance between the number of attendees and the most engaging layout is crucial.
Choosing an inappropriate layout can impact the overall guest experience, irrespective of the effectiveness of other event elements. For activities requiring extensive notetaking, a theatre-style setup may not be optimal. The layout can either enhance or impede an event, whether it aims to promote networking, facilitate small group work, brainstorming, or informational sessions.
First and foremost, consider several factors influencing the decision on the best layout:
1. The number of delegates expected.
2. The available room size.
3. The need for a set and stage, including front or back projection.
4. Event objectives and the most suitable environment to convey them.
5. Any additional costs associated with required furniture.
6. Involvement of group activities.
7. Adherence to the venue’s Health and Safety Guidelines for attendee numbers.
So, what does your room layout signify, and how can it be optimally utilised? Below, we have compiled a list of the most common event room layouts.
Theatre Setup:
Ideal for group presentations, lectures, plenary sessions, and keynote speeches, this layout mimics the seating structure in theatres. Chairs are arranged in rows facing a stage, panel table, or podium. Best suited when extensive notetaking is not required and sessions do not require any group work.
Classroom Setup:
Similar to the theatre setup, suitable for teaching, testing, or meetings involving writing or laptop use. Trestle tables are used, with variations in the number of chairs per row, creating aisles and rows. The stage and presentation area are at the front. This set up is highly underutilised in favour of a Cabaret set up, but this layout ensures everyone has a comfortable table to in front of them to take notes, but doesn’t allow for group work easily.
Cabaret Setup:
Involves the use of 5ft or 6ft trestle tables with chairs strategically placed around the back and sides. This provides workspace for notetaking, and attendees face the presentation area. A modern version of the classroom setup, it requires significant space and allows for collaboration at the tables if group work is needed in the agenda.
Boardroom Setup:
Typically used for board meetings and smaller groups, featuring a larger, elongated table with attendees seated on all sides. Offers an intimate feel for discussions or collaboration, but wouldn’t be recommended for more than 12 or 15.
U-Shape Setup:
Similar to the boardroom setup but configured in the shape of the letter U. Chairs are positioned around the outer sides, facing inwards, creating a natural presenting area. Ideal for facilitating discussions in seminars and group meetings, with a presenter stationed at the front.
Hollow Square Setup:
Similar to the boardroom setup and suitable for larger groups. Often used for panel sessions where attendees can see the panel seated on one side or when a group leader requires everyone to see the presenters or discussion leaders. Also good for any larger ‘boardroom’ meetings, as each attendee can be seen better.
Banquet Setup:
Found in formal occasions like gala dinners or weddings, guests are seated around the circumference of the table facing inwards. Suitable when there is no speaking element to the event and where food is being served.
There are many other layouts, including cocktail, lounge, mixed, round circle, and semi-circle, among others. It is crucial to consider the aforementioned questions before selecting a layout.
Hippo offer Event Project Management and Global Venue Finding services. Contact us today on 01372 460 100 or events@hippoevents.co.uk to see how we can assist.