WelcomeConference and Event Planning

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Meetings and Events Industry

Set ups for Successful Meetings

Albright College Conferences

Additional Resources

Meetings and Events Industry

Meetings and Events: For every dollar invested in business travel,

companies realize $12.50 in incremental revenue.

More than half of business travelers stated that 5-20% of their company’s new customers were the result of trade show participation.

According to business travelers across all industries, 25% of existing customers and 28% of revenue could be lost to competitors if customers were not met in-person.

http://www.meetingsmeanbusiness.com

Focus groups and in-depth interviews conducted with some of the industry’s leading executives subsequently revealed that: Face-to-face meetings build trust and

relationships; Education and training are more effective in a

live setting; Live meetings actually save time and money; Live meetings result in a more effective

exchange of ideas; Face-to-face meetings provide the human

connection that powers business; Face-to-face meetings create jobs and power

the economy

http://www.facetimematters.org

Why Have Meetings?Meetings that are well executed and designed to meet specific goals greatly contribute to company profits. Meeting benefits include: Development of engaged employees Improved company culture More satisfied employees Increased employee retention Compensation more cost-effective than raises

or bonuses

“The Value Of Meetings:” www.tbaglobal.com

Set Ups for Successful Meetings

Uses tables set up to form a solid rectangle with chairs around the perimeter. This set up is used for a small group of important people who need to be able to see, hear, and talk to one another.

Pay close attention to comfort – chairs should be spaced evenly apart so that participants can get in and out of their seats without bumping the persons on either side.

Not ideal for audio-visual presentations, speakers, or large groups.

 Good working atmosphere for small group.

Boardroom Set Up

Classroom Set Up

The most desirable set up for meetings requiring participants to sit for long periods of time and to take notes. Tables and chairs are arranged in rows facing a speaker’s table or podium.

For maximum comfort, place two to three chairs at each six-foot banquet table.

Minimal group interaction.

Participants view the backs of the persons in front of them.

Most desirable set up for medium to large-size lectures.

Participants are able to spread out their materials and have space for refreshments.

Round Table Set Up

Generally used for meals and sessions involving small group discussions. A five-foot-round table seats eight people comfortably. A six-foot-round table seats 10 people comfortably.

Poor for interaction with entire group.

Sound bleeds from nearby tables.

Not all participants have good views of head table or main speaker.

Provides ample work space, good setup for food and beverage, good small group interaction.

T-Shape Set Up

T-Shape

This set up is common for groups of less than 40. Tables are arranged in the shape of the letter “T” with chairs placed around the outside edges.

Not ideal for meetings with audiovisual presentation. 

Good for meetings where participants need to interact with a discussion leader or see a demonstration.

Appropriate for large sessions and short lectures which do not require extensive note taking.

U-Shape Set Up

Rectangular tables are placed in a pattern resembling the letter “U.”

Chairs are most frequently placed on the outside of the “U,” but it is possible to seat attendees on all sides.

Allow for two feet of table space for each participant.

Not ideal for larger groups Provides good work space, good cross-room group interaction, and ideal for meetings involving audio-visual or a speaker.

Schoolroom Perpindicular Set Up

Variation of schoolroom set up in which tables are perpendicular to the head table, and chairs are placed on both sides of the tables.

 

Participants view is limited to their table or section.

 

Good for small group projects and discussions.

Gives participants a work area. 

Theatre Style Set Up

This is one of the most common set ups for lectures and speakers. Chairs are arranged in rows facing a podium. You should leave two four-foot aisles, a five-foot center aisle, and a five-foot front aisle so that participants can get in and out of the venue easily.

Theatre set up does not work for meetings with food or beverage.

Attendees have minimal group interaction.

Good for large groups which do not require reading or writing surfaces.

Maximum space usage.

Schoolroom V Set Up

Uses 18 inch wide by six or eight foot long tables with chairs on one side. This seating arrangement uses rows of tables and/or chairs slanted in a V-shape facing a head table, stage, or speaker.  Uses more space per person, so less capacity is allowed. Attendees have space to write and layout materials.

Also allows for refreshments.

Herringbone Set Up

Rows of chairs or tables slanted in a V-shape facing a head table, stage or speaker.  Does not allow for attendees to have a writing surface or place for refreshments. Attendees have good lines of sight to the podium or head table.

Hollow Square Set Up

Rectangular tables are set in a square with the center open. Seating is placed on the outside of the tables. It can be used for a working lunch meeting, small committee, or discussion not requiring a podium.

 

Does not work well when there is one speaker and audio-visual presentations. 

Works well for groups with

frequent interaction.

Good for note taking.

Closed Square Set Up

Rectangular tables are set in a square with the center closed. Seating is placed on the outside of the tables.

It can be used for a working lunch meeting, small committee, or discussion not requiring a podium. 

Does not work well when there is one speaker and audio-visual presentations. 

Works well for groups with

frequent interaction.

Good for note taking.

Albright Conferences

Albright Conferences: All activities scheduled through School

Dude, a facilities scheduling software package

Ideally, a meeting planning sofware package add-on to Microsoft Outlook to integrate scheduling with calendars

September (2009) to May (2010) 6,457 events scheduled

Summer Camps and Conferences:Facilities and Services provided during June-August 2010: 31,603 meals 10,240 beds 1,350.5 gym hours 331.0 field hours 101.5 pool hours 423.0 academic and meeting space hours 4,421 total camp and conference attendees 10,000 total additional camp and conference

guests and visitors

Albright Meeting & Conference Facilities

Dearden Room in Teel Hall

Roop Hall in CFA

Sylvan Chapel

Campus Center Conference Room

Kachel Chapel

Suites in North Hall

Quad Residence Halls

Woods Apartments

Merner-Pfeiffer-Klein Memorial Chapel

Bollman Center Gym

Klein Lecture Hall

Rockland Professional Center #148

Additional Resources

Questions?

Resources Special Events: Planning for Success by April L. Harris,

Council for the Aid and Support of Education

Annual Conference for Special Event Professionals in Education, Council for the Aid and Support of Education

CONFERON Guide How to Decide on Meeting Room Design, Published by CONVENE

Thank You!www.albright.edu/conferences