There are several ways to set up a room in round-table style and the most popular approaches may not be the best for your audience. For example, while the "Not Preferred" setup allows more seats to be set up in the room, notice how few of the best seats (those directly in front of the speaker) are available. The length of the room also makes it difficult to engage the people in the back. In addition, the speaker is "blocked in" and is forced to speak to the table directly in front of him or her which alienates those on the sides.

One of the disadvantages to "rounds" (round tables), is the amount of space needed for this configuration. Normally this seating arrangement would only be used for a keynote style presentation if a meal is being served prior to the speech.

The "Preferred" setup creates the best room dynamics by staggering the tables to allow a clear view of the speaker. In addition, by using the width of the room, more people have "front row" seating. Also, since the speaker is not "blocked in," he or she will be able to maintain eye contact with every individual in the audience.

Calculating space requirements

To determine the number of people your room will accommodate when using round-table style seating, divide the intented seating area (square feet) by 10 (ten). This calculation allows for chair and passage aisles. It does not allow for problems caused by wide traffic aisles, location of columns, service doors or unique room shapes. It is very useful, however, for a quick, general approximation. Please note, this calculation provides maximum seating—if space is available for more comfortable seating, allow an additional 2 square feet per person. Round tables can accommodate the following number of attendees per table:

• 48" table seats 6-8 people
• 60" table seats 8-10 people
• 72" table seats 10-12 people

Additional Recommendations:

• Keep the front group of tables as close to the stage as is comfortable. The distance from the first table to the stage should be no more than 10 feet.
• Platforms or risers give presenters greater visibility. The ideal stage/riser height for audiences up to 200 people is 6-12 inches. For audiences over 200 people, increase the height to 12-24 inches.
• If a lectern is being used for introductions, set it back a few feet, and to the right or left on the stage/riser.
• Since this seating arrangement places some of the audience with their backs to the speaker, allow enough room between tables for people to turn their chairs around for better viewing.
• If you are planning a meal, set the room for the maximum number of expected attendees, however, do not put chairs around the tables in the back corners. Stack extra chairs at the back of the room. It is much better to have every seat taken than large empty spots throughout the audience.
• If you are planning a meal, you will probably be assigned a maitre d'. Discuss the way you would like the wait-staff to clean up after the meal. Nothing is more distracting during a speech than the noises associated with dirty dishes being removed. Have the dishes removed as the meal progresses, leaving a minimum amount of clean-up at the end of the meal, or start the speaker after the dishes are removed.

Accommodations for people with disabilities

Be sensitive to people who have disabilities:

• Blind/Visual impairment: Guide dogs are well-trained, accustomed to being around people, and need to stay with their owner, so make sure that a chair is provided with enough space on the floor for this working companion. Many people who have a visual impairment use computer technology to "read" information to them. If you can determine in advance of the conference that some attendees will be using this type of equipment, ask presenters to provide you with any electronic presentation files they plan to use in a format that can be read by this technology (e.g., .doc, .xls, .ppt).
• Deaf/Hearing impairment: If some of the attendees have a hearing impairment and you are providing a sign-language interpreter, seat them in the front off to one side. An interpreter will normally stand in front of the group with his/her back to the stage.
• Mobility impairments (i.e., wheelchairs or crutches): Remove a few chairs at the ends of the rows near the front to provide space for people using wheelchairs to sit in a comfortable position with a good view. People using crutches may have a need for greater space so the front row is usually the best recommendation. If any of the presenters are using wheelchairs and you are using any form of riser or stage, ramp access must rise no more than 3 (three) inches per foot of run.

Make sure that any accommodations are in place prior to the arrival of the attendees because no one likes to be the cause of a disruption (i.e., moving people out of their chairs and re-locating them to accommodate a wheelchair).