Hospitality venues or conference centers usually require the best of planning skills and implementation abilities to make an event truly successful. A poorly planned dining event at a conference can lead to such disasters as improper seating capacity, lack of elbow room, inability to see the stage, and reduced walking space. When learning how to set up a ballroom for a conference, there are a few key elements to remember.
Set up a Ballroom
One of the most important parts of how to set up a ballroom for a conference is to make sure the seating capacity requirements are correctly followed. Every public building has a strict seating capacity number enforced by local regulations and the ADA guidelines. Once you know how many guests can safely sit in your building, you can start planning the seating arrangements, starting with tables. You want to ensure the tables are spaced with adequate distance between them so guests and service members can easily move around without bumping into one another. It is also important to position tables so that if there is a focal point, such as a stage or presentation, the conference guests can easily see it from all tables. It is also important to remember not just the space between tables, but also the space between chairs. Guests like to have a certain amount of personal space when sitting with other conference attendees.
Another helpful tip when learning how to set up a ballroom for a conference is to remember the amount of table space guests will likely require. If they are at a conference that is more about listening and networking, smaller tables will suffice. However, if they are expected to take notes that will require not only more table space but more elbow room between chairs. If they are being served a meal, even more, space may be needed to accommodate guests comfortably. Remember, the key to a successful ballroom set-up is mostly in the spacing elements.
When setting up a ballroom area for a conference, remembering the basic elements of seating arrangements can help alleviate any discomfort for guest or stress for the planner!