MICE AND EVENT MANAGEMENT

NAME :VIBHUSHITHA K
22PTA026
1ST MBA TTM
FIND THE RIGHT ROOM SETUP FOR AN ENGAGING AND SUCCESSFUL
CONFERENCE OR MEETING

• Engagement and participation, two big words that every facilitator, event organizer and meeting
professional keeps in mind and set as a goal when organizing meetings, training sessions or
conferences.
• Room arrangement plays a big role in making this goal happen. Room setup is the seating
arrangement of participants – the placement by which they receive content and interact with one
another. 
• Room arrangement plays a big role in making this goal happen. Room setup is the seating
arrangement of participants – the placement by which they receive content and interact with one
another. 
CONT...

• In a way, there’s always an invisible barrier between a speaker and their audience. Along with this,
there is also a psychological barrier between audience members, especially when they do not know
each other well.
• In a way, there’s always an invisible barrier between a speaker and their audience. Along with this,
there is also a psychological barrier between audience members, especially when they do not know
each other well.
AN IN-DEPTH LOOK INTO ROOM ARRANGEMENTS AND STYLES

• Each seating arrangement compliments different purposes, content and potential size of an event.
Here are the 10 most popular kinds of seating arrangement setups for different types of events:
the different types of seating arrangements

Auditorium or Theater Style

• U-Shape

• Banquet Style

• Boardroom or Conference Style

• Classroom
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.
• 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.
U-SHAPE SETUP

• 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.
• Pros:

• It enables the presenter to closely engage with each participant.

• Participants can interact with one another.

• 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.
BANQUET STYLE SETUP

•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.
•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.
BOARDROOM SETUP OR CONFERENCE STYLE SEATING

• 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.
• 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.
CLASSROOM STYLE SEATING

• 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.
• 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.