Seating and setting up an event might seem fairly straightforward but there are some tips and tools Meetings can offer to help deliver maximum impact.
First and foremost, assess the full dimensions of your room – not just the length and breadth but also the height of the entire space you are working with. If your set-up requires rigging and lighting, this will be a factor for consideration.
Do a basic floor plan that takes into account your entrance/exit points, table seating and other aspects like staging and screens. Take care to make sure there is enough space for everyone to move around one another but that you have built in enough flexibility to add or do away with a few tables if need be.
For all shapes and sizes
Wherever your audience is directing their attention – a stage or podium – will be the focus point for the event itself, so your stage and seating need to be arranged accordingly. Your stage will need lighting and there will only be so many ways in which your stage can be erected for this.
Your seating will be a balancing act – guests will need to feel cosy enough but not overly cramped, and if you have waiting staff or people need to rove the room, you will need to ensure there is adequate space to move around freely.
Like for like
Seating groups of people from similar industries who are at similar levels will ensure that your guests have some commonality and can interact with one another. This could also potentially lead to opportunities for them.
VIPs at events will always need special consideration. Placing them near the front or wherever they can get the best view of the proceedings and close to an exit is preferred. Bear in mind, some VIPs might require a breakout room, so arrange this with the venue beforehand.
You don’t necessarily need to have one style of seating at your event. Consider switching it up with seating that can be arranged around the walls of your event for media, staff or guests attending for only a short duration, with tables for other guests in-between.
Look at creating zoned areas within your venue where people are able to have quiet discussions among themselves that won’t interfere with the rest of the goings-on of the event. Ensuring sufficient power points where people can charge their phones or work on their laptops will also be appreciated.