May 20, 2014
There are many ways you can set up a meeting or conference as we’ve shown in Room Configuration 101, but how do you decide which setup is best for your particular needs? Take these simple items and tips into consideration to ensure a successful and easy-flowing event.
1. Avoid straight-row seating
Although a straight set is easier to place and allows for the most seating, it can be difficult for guests to see the presentation over the heads of the people in front of them. Try setting the room is a semi-circle or chevron pattern as shown below in the Theater and Classroom Style.
2. Present on the long side of the room
When utilizing a long, narrow space it is ideal to set the presentation or stage on the long side of the room. This allows for as many guests as possible to feel close to the speaker and sound as possible. With a very large number of attendees, seating to face the shorter side of the room may be your only option, but consider your audio/visual needs for the audience all the way in the back.
Keep in mind your audio/visual equipment when creating a diagram of the room. If your projector is on the floor rather than hung from the ceiling, be sure that no tables or chairs are in the throw distance between the projector and screen. Also, make sure there that even the farthest seats are able to view the screens and hear any sound from the speakers. If necessary, add additional speakers and screens so that all of your attendees receive a great experience.
4. Minimize distractions
Be aware of any exits, catering doors, and restrooms when figuring out the best setup for your event. Putting the presentation area right beside any of those doorways can create major distractions no matter how interesting your speech may be.
Natural light is a wonderful thing, unless it’s shining directly onto your screen making it next to impossible to see. Talk with your venue coordinator about when the light shines through and what shade options you have available such as blinds, curtains, or temporary covers.
Matching content with room configuration can easily be done when you keep in mind details of the event and venue and are familiar with the variety of different set-up options.
WinMock at Kinderton is a unique conference center that has a variety of distinct meeting rooms and spaces. WinMock features a stunning Loft Ballroom excellent for general sessions as well as dinners and receptions, Forsyth and Davie Dining Rooms that can accommodate any room configuration for smaller numbers, Yadkin Meeting Rooms capable of breakout meeting spaces and presentations, and the separate Granary facility, which makes for an exceptional private retreat.
Interested in learning more about the flexible room set-up options available at WinMock for your next meeting or event? Please contact Angela Carleton at AngelaC@WinMock.com or 336.397.2010.