VENUE

SELECTION
AND LAYOUT
STEP TWO: DO
VENUE SELECTION AND LAYOUT
Steps in venue selection:
1. Understand the event concept and how it influences the venue
1.1 Understand the event’s objectives: The venue must help achieve these.
1.2 Know the requirements of the event: target date, number and profile target
attendees, technical requirements , food and beverage, etc.

2. Decide on the floor plan and/or the seating arrangement if the program requires guests to be
seated.
2.1 Here are some types of seating arrangements:
https://www.sessionlab.com/blog/room-setup/
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A. Classroom

It is a classic classroom style setup where tables and

chairs are arranged in parallel rows facing the front
of the room. It is common for lectures and primarily
supports interaction between the speaker and the
audience and less between participants. Although,
participants sharing a table can do small group
exercises or sharing their work with one another.

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Pros:
• Tables or desks are provisioned for taking notes and use of devices.
• It maximizes the space and seating plan with tables/desks.
Cons:
• Line of vision for participants seated near the front corners or back corners is compromised
• Because of the angles of certain seats and tables, several participants may have to twist or turn
to have a good view of the speaker or visual aid.
• Interaction and eye contact is unlikely in this setup and group discussions can be difficult.
The classroom style seating is ideal for instructive types of training sessions and
workshops where the members need to take notes or use laptops and the flow of discussion is
mostly from trainer/speaker to the audience. However, choosing this room setup requires a
thoughtful agenda design in order to get participants properly engaged with the content; the room
setup itself does not support interactive learning experiences.

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B. Auditorium or Theater Style Seating

Theater style seating is a classic one: participants

are seated in rows of chairs, much like in a theater
or cinema, to watch and listen to a speaker or
several speakers as well as visual and auditory
aids. There’s generally a gap in the middle to allow
easy access for central seats and a large stage to
accommodate speakers, visuals and auditory aids.
This style, thus, is typical for events with a large
number of attendees where content is delivered
as a lecture.

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Pros:
• Theater style seating allows for a large number of participants.
• Maximum seating capacity of the venue can be achieved.
• Since every chair is facing the stage, the focus is on the speaker.
Cons:
• Since the focus of the audience is directed on the speaker and not on each other, participants are hindered
from interacting with one another.
• There are no provisioned spaces for participants to take notes, bring out their devices and record notes.
• Audience members tend to be too close to each other for comfort, and there’s a tendency for pushing past
other people to enter or exit from seats.
• Spaces for aisles are needed to ensure access to seats
This type of seating arrangement is best for conferences, annual board meetings, product launches, lectures
and performances. These events call for less interaction and focus more on visuals and listening to speakers and
presenters.

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C. U-Shape

A U-shaped seating arrangement is just what the

name describes – a letter U setup of tables and
chairs arranged in an open-ended shape with the
participants facing inwards. It is a classic boardroom
setup that enables members to both face each other
and the speaker.
Removing the tables and only having chairs in a U-
shape allows for open interaction between the
trainers and participants. This version is often used
for soft skills development trainings and workshops.

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Pros:
• It enables the presenter to closely engage with each participant.
• Participants can interact with one another.
• The open area can be set up as a presentation area or as a focal point.
Cons:
• The seating capacity of the room is not maximized since floor space is not fully utilized.
• A majority of the participants view the front (speaker and visual aids) in a sideway position. This
can become uncomfortable as the session progresses.
As described earlier, this type of seating arrangement is ideal for boardroom meetings and video
conferences with a limited number of participants, but it is also good for training sessions or
interactive workshops if you remove the tables.
◉ If you keep the tables, then this setup allows for note-taking with laptops and other digital
devices that aid in writing and learning.
presenters.
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D. Banquet Style

The banquet style room arrangement is a

round table setup with participants facing
each other like at a dinner table. This
encourages full interaction between people
sitting at one table. It is often used for
interactive workshops with group discussions
and exercises.

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Pros:
• Full potential for interaction between participants as they face each other.
• Allows for more members to get to know each other; useful for networking purposes.
• It maximizes the use of the space in the room.
Cons:
• Although it’s easy to interact with other members at the table, it’s not easy to mingle with other
participants at other tables.
• It has the tendency to isolate groups and form cliques.
The banquet style setup is good for formal and informal gatherings such as weddings, galas, sit-
down dinners, music and entertainment – parties where there’s no need to constantly focus
attention toward a stage/central platform.
It can also be suitable for large group workshops where teams are expected to work together over
the course of the event.

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E. Boardroom/Conference Style

Conference or boardroom style has one large

table that fits around 7 to 20 people with room
for their various equipment such as laptops,
mobile devices and video conferencing devices.
All participants face the middle to enable
discussion and interaction from all directions.
The boardroom or conference style can also be
adjusted to include many tables that form a
hollow square/rectangle.

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Pros:
• Allows for direct interaction between participants from any direction
• Table space allows for the use of laptops and other gadgets, paperwork and
consumption of food and drinks.
Cons:
• There are spots from where some participants may not be able to view slides or
other visual presentations clearly.
• Because participants are able to use their laptops and other devices, they can easily
shift their attention away from the meeting.
• The people at the far end of the table may feel isolated. Using circular or even
square type conference tables can diminish this isolation.
◉ This type of seating setup is ideal for business meetings, video conferencing,
brainstorming and open discussions.
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F. Crescent Rounds/Cabaret Style

As the name suggests, members of the audience

are seated in a round table but leaving empty
space towards the stage or the location of the
speaker. Tables are either scattered or
strategically placed to maximize engagement as
well as line of vision. The setup is conducive to
small group exercises or discussions while
keeping a focus on centrally displayed
information or a speaker.

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Pros:
• The half crescent shape creates a focal point towards the stage to instruct and brief
group work.
• Because there’s no hindrance to line of sight of the speaker and visuals, participants
do not have to move to uncomfortable positions or twist around to see the front.
Cons:
• Table setup encourages chatter within the group that’s irrelevant to the content or
event objectives.
• It is not as compact as banquet style seating. More tables are used without
maximizing seating.
The cabaret arrangement is useful for training sessions that aim for small group
discussions and exercises combined with visual presentations. It is also popularly
used for awards and gala nights.
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G. Reception Style

A reception style arrangement is similar to a

banquet one but with extra cocktail tables in
between group tables. The cocktail or high tables
with no chairs are for mingling or networking.
They are also good for breakout discussions and
collaboration between members of the audience
belonging to different groups.

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Pros:
• Allows for focused group exercises at the main tables, while the cocktail tables
provide convenient opportunities for breakout conversations or engaging with other
group/table members.
• A dynamic setup which encourages participation and prevents boredom.
Cons:
• Room space may not be fully utilized compared to more traditional training setups.
• Not all members of the audience might appreciate a dynamic setup.
It is best applied to dynamic and creative training sessions with collaborative
exercises. The reception style is also great for team building events.

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G. Chevron Style

The chevron or V-shaped setup is actually similar

to a classroom arrangement but tables and
chairs are angled for better line of vision and
engagement between participants themselves as
well as with the speaker.

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Pros:
• It basically mimics the classroom setup but with improved view from outer ends to
give participants better line of vision.
• Tables give members the space to take notes and user their devices.
• It can maximize seating capacity and is good for large groups.
• It allows for small group exercises for people sitting at the same table.
Cons:
• Participants are not facing each other and some will be behind others; this does not
encourage active listening, and can still hinder line of vision in this way.
Similarly to the classroom setup, the chevron shape is suitable for training sessions and
workshops where instructions and individual work dominate.

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H. Fishbowl Format
The fishbowl setup is used for dialogue type events. Four to five
chairs are arranged in an inner circle – the fishbowl – while the
remaining chairs are arranged in concentric circles around the
middle area.
Speakers take the inner seats and start discussing the topic
introduced by the moderator. In an open fishbowl, one seat is left
free, and anyone from the outer circles can join the conversation.
At the same time, then, another member from the fishbowl must
give up his place in the inner circle.
This style is often used for forums or large group discussions
where participants can openly discuss topics covered with the
speakers or experts. It enables the whole group, or all members, to
actively participate and be involved with the content, i.e. ask
questions, make suggestions or give their own conclusions.

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Pros:
• Encourages participation in larger groups.
• Speakers are put at a position of equal distinction with participants, meaning they
are among the group instead of at the head of the room or on a stage.
Cons:
• This setup may be a problem for shy and introverted members of the audience who
are afraid to participate. It may be harder to get their opinions or know what they
think.
• It is hard to divide the large group into smaller sets for more intimate discussions of
the topics.
• No tables or room for taking notes or using laptops.
◉ Fishbowl is best for forums, conferences and large group meetings where there is
a high expectation of participation.
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H. Cluster setup or Team Table seating

Team tables, or clusters, is a similar setup to the

banquet style but it is more for informal type of
events. You can choose between cocktail style or
high top tables and seating. The tables and chairs
depend on the volume of people at the event. A
sit-down table setup is for training in groups with
a lot of group discussions and exercises, such as
in team building, yet with an informal vibe and
tendency for mingling or changing places.

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Pros:
• An informal setup is always good for building rapport among participating members.
• People can move around and still be comfortable in the training or event.
• Tables can be arranged to maximize lines of sight.
Cons:
• Depending on the size of the room or the arrangement of the tables, line of vision
can still be hindered.
Clusters are used for training with a lot of group discussions or exercises. It is best
for team building and networking events where there’s still room to mingle and move
around.

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2.2 Here is a sample floor plan for exhibitions:

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3. Gather information on venues used by similar events and other
suitable venues in the area where most attendees are coming from.

4. Prepare the request for proposal (RFP). A RFP is a letter that says
you would like to know the cost of availing a supplier’s services, such
as venue rental.

5. Prepare a site inspection list. Together with the RFP, you should
have prepared a list of criteria to evaluate the proposals you receive.

6. After the ocular, evaluate the proposal fairly and make sure you
respond to all those who submitted a proposal, whether they are
accepted of not. 25
REGISTRATION AND SECRETARIAT
Functions of Registration:
1. For Meetings:
1.1 Pre-registration or registration prior to the event help anticipate the number of confirmed
participants and make the necessary arrangements, such as for chairs, food, transportation,
handout/materials, etc.
1.2 On-site registration helps monitor actual attendance of participants.
2. For Exhibitions
2.1 Exhibitors are monitored separately from the visitors.
2.2 Pre registration for visitors helps anticipate the size of the crowd and lessen people
registering online.
2.3 On-site registration for visitors helps anticipate is a means to secure the site by knowing who
comes in. It also serves a marketing purpose. If sponsors’ name/logo are included in the
registration kit and displayed in the registration are.

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STAGE DESIGN
1. Function of the Stage
Not all events need an elevated stage. It is therefore important to
understand what the stage is for. In planning for the stage design,
you must consider two points of view: the audience and the
speaker/performer.
2. Creativity
Since the attendees’ attention will be affixed to the stage most of
the time, the stage must look pleasing. Décors should match the
event theme.

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Thanks!
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