Lecture 3 C & E P3 Design an event layout to correctly set up

a conference or event room

Meeting room configurations:
Space utilisation for comfort and to accommodate the
number of guests
Room layout and design set up e.g. theatre style, U–shape
and boardroom
Delegate place setting and value-added consumables
Space, heating, ventilation and lighting considerations to
create the right ambience and brand experience
Criteria to meet the set brand standards

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U-SHAPE
Seating around three sides of the
room – good for presentations from
front
Square layout conducive to
discussion
Presentation space in the middle of
the room
Popular for smaller meetings

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BOARDROOM STYLE (can be adapted
to a hollow square layout)
Centrally located table
Classic layout ideal for debate and
discussion
Popular for smaller meetings

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THEATRE STYLE
Used for product launches,
presentations, displays
Used to present to large numbers of
delegates
Allows for optimal room occupancy

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CLASSROOM STYLE
Used to present to small to
medium groups
Delegates (in ones or
twos) have own workspace
Ideal for testing and
individual training

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HERRINGBONE CLASSROOM
STYLE
As Classroom Style
Tables angled towards
centre
Allows more discussion
than ordinary classroom
layout

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DINNER/DANCE LAYOUT
Tables around the outside
of the room
Dancefloor in central area
Used mostly for weddings
and evening entertainment

CABARET STYLE (also known as

Bistro or Café Style)
All delegates facing front-
centre on round tables
Large space in the middle of
the room
Ideal for small-group work

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Virtual meeting room

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 Capacity/space
The capacity of your site/venue is calculated based on the available
audience space, the number of emergency exits (see Access, Egress &
Flow) and the risk assessment for the venue and the event.
Site Layout is therefore particularly important if you need to maximise
the audience potential. Keep in mind:

> For outdoor events where a standing crowd gathers in a defined

space to watch the entertainment (such as at a street theatre or a
music event) the general acceptance for a clear, flat, open space with
a reasonable view of the performance is 2 people per 1m2. However
the figure should not be applied to all of the available space.

> Not all of the available space for the audience will have a clear view
of the entertainment. In such instances a lesser figure should be
applied or the area should be taken out of the equation altogether.
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 Access, Egress & Flow
The access, egress and flow of the audience, staff, equipment and the
entertainment require careful consideration. A range of issues are required to be
taken into account.
These include:
 The venue may have existing or natural points of access/egress.
 If you have chosen an existing indoor venue, then its access and egress points
(which will have helped determine the capacity) are likely to be fixed.
 if you are utilising an open plan outdoor site you will have to determine where
the best possible access and egress points should be for the audience, staff and
equipment.
 The exit requirements depend on capacity and the acceptable time taken to exit
the venue.
 Seek advice from the local authority and the Fire Brigade when calculating
number and width of exits.
 Spectator flows at sports events, i.e. access and egress during sessions, should
be considered.

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 wedding venue space planning key
Room Size(Minimum Sit-Down Dinner(8 Sit-Down Dinner(10
Square Footage) guests at a 60” table) guests at a 72” table)
1,000 Square Feet 80 Wedding Guests 80 Wedding Guests
1,200 Square Feet 96 Wedding Guests 100 Wedding Guests
1,400 Square Feet 112 Wedding Guests 110 Wedding Guests
1,600 Square Feet 128 Wedding Guests 130 Wedding Guests
2,000 Square Feet 160 Wedding Guests 160 Wedding Guests
2,200 Square Feet 176 Wedding Guests 180 Wedding Guests
2,500 Square Feet 208 Wedding Guests 200 Wedding Guests
3,000 Square Feet 248 Wedding Guests 250 Wedding Guests
3,100 Square Feet 256 Wedding Guests 250 Wedding Guests
3,500 Square Feet 288 Wedding Guests 290 Wedding Guests
3,700 Square Feet 304 Wedding Guests 300 Wedding Guests
Source: Howerton Wooton Events
https://www.hwevents.com/make-sure-your-venue-is-large-enough-for-your-wedding-reception/
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 wedding venue space planning key
 head table for bridal party of 16 an additional 400 square feet
 a 4-piece music band with amps requires a 12’ x 20’ stage.
 DJ a 10’ x 10’ space for table, speaker and equipment set-ups
 one buffet table for every 75 wedding guests.
 Space for the dance floor
 Space for the cake table
 Space for the gift table
 Space for the bars

https://www.hwevents.com/make-sure-your-venue-is-large-enough-for-your-
wedding-reception/

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STANDARD SIZES OF RESTAURANT TABLES FOR 2/4/6/8 PERSONS

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Scenario and Activity:
You are working as a wedding events coordinator for a 4-star hotel, [named
hospitality organisation/an organisation of your choice]. You have been given
a specific wedding client brief as follows:
 Number of guests: 75
 Colour theme: White and purple
 Wedding package: Per person
 Red carpet welcome
 Two welcome drinks: Bucks fizz/kir royale/fruit punch
 Hot and cold canapes (three canapes per guest)
 Three-course meal finishing with coffee and mints; half a bottle of house
wine (red/white); jugs of iced water
 Evening reception room hire
 A glass of toasting bubbly for the speeches
 White table linen, chair covers and coloured sash.
You are to design (and set up, if facilities are available) a room layout for the
wedding party, taking into consideration additional extras that may be
required. Present your design and layout and the additional extras you would
include to exceed the clients’ expectations.

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Wedding Banquet tutorial
https://www.youtube.com/watch?v=ykeb7HtleAw

How to Use SketchUp to Create an Event Layout

https://www.youtube.com/watch?v=4YRm2-W0wCk

Event Planning tutorial, outdoor wedding or golf event

https://www.youtube.com/watch?v=mbnFaEbg2kM

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