How the room is physically set up makes a tremendous difference to the level of emotional involvement of each attendee. While some hotel and conference facilities take this into consideration, many set up the room in the same way—regardless of the intent of the meeting—because their primary objective is efficient setup and tear-down; their objective is not necessarily to heighten the experience your audience receives from your event. This page has been designed to help you communicate your needs (and the needs of your audience) to the hotel and conference facility.

Audience seating arrangements can be organized in a variety of ways. The goal is to create an environment that enhances your audience's experience. To accomplish this, we have put together several room setup tips to consider (and traps to watch out for).

"Theater" style (chairs in rows)

Theater style is ideal for large groups. It is a perfect way to present ideas utilizing visual presentations (e.g., PowerPoint) that do not require discussion. This is a popular seating arrangement for keynote speeches and/or lectures with minimal group participation. This setup is appropriate for short- to mid-length presentations (i.e., maximum half-day). For setup tips and traps click here.

"Rounds" (round tables)

Rounds are used for smaller audiences when participation and interaction is desired and/or when it is impractical to use theater style seating (e.g., when the presentation is taking place in the same room where a meal has been served). Although not the perfect arrangement when using visual presentations, individuals have the flexibility to move their seats for better viewing. For setup tips and traps click here.

"Classroom" style (tables arranged in rows)

Classroom style is excellent for large group presentations that are longer in length and/or when participants need space to write. It is perfect for presentations utilizing visual presentations. This is a popular seating arrangement for seminars. This setup is appropriate for longer-length presentations (i.e., full-day presentations). For setup tips and traps click here.