The first step in doing this is to consider what kind of and how many chairs and tables you will require as well as other items like stages, podiums, dance floors, food and drink stations, buffet setups, tents, audio visual elements (microphones, loudspeakers, video screens, etc.) and band/DJ setups. In addition, general managers, catering managers and group/event sales managers at restaurants, hotels, banquet halls and other event centers also want to optimize their space usage in order to maximize how many events they can book over a given time period. Maximize use of spaceĮvery event planner and professional wants to get the most value out of the event venue rooms and spaces they rent, and as such your event room setup should also make the most of every square foot with regard to your overall event objectives. Do you want an open, airy feeling about your event? Do you want attendees to walk through your event in a specific route or follow a sequence of steps (seeing A then B then C)? Do you want your event setup to be more modular where certain areas are devoted to certain activities? These are the things to ask yourself upfront to optimize your attendee engagement before you move forward with deciding on the proper event space design. Once you have decided on your event objectives and activities, you should consider what the intended attendee experience should be like and, in turn, how that will be expressed through your event setup. Video presentations or movie screenings.Catered food service like sit-down plated meals or buffet dining.Whatever the type of event, you should first identify the objectives you have for your attendees and the activities that they will be participating in, which can include:
And concerts and plays focus on the performances themselves. Galas, banquets and weddings focus on dining and guest interactions. For example, conferences and meetings usually focus on networking and professional development. 3 Key Criteria When Determining the Optimal Event Setup Align the setup with your objectives and activitiesĮvery event has a unique set of objectives when it comes to what you are trying to accomplish. However, you do need to consider a few key criteria so that you can more easily identify which of these standard event room setups will best apply to each of your events. To be honest, determining the best event layouts or event setups isn’t rocket science, as there are basically 10-15 basic event layout designs that you can choose from that will fit the bill for 99% of the events that are produced (and we will discuss these in depth in this article). What type of layout or setup would you choose? Say you are preparing for a meeting, or a conference, or a class, or a banquet, or a wedding, and you want to optimize the venue or space you are using so that the seating and tables are set up for the best attendee experience.
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