Space Use and Set Up Design # 7

7/30/2019 Space Use and Set Up Design # 7

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SPACE and SET UP

space -- an empty area usually bounded in some waybetween things

Set upthe way something is put together


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SPACE USE & SET UP DESIGN

Space Use: entails using the space identified for an event

effectivelyin order to chart success.

means finding elements that are proportionate to the

space being used (a large venue will need bigger, more

impactful pieces, while a small venue will require

shorter ,smaller or fuller pieces).


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SPACE USE & SET UP DESIGN Use elements that create an impact and wont get lost.

Use and arrange elements to ensure that trafficking is

without hindrance.


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SPACE USE & SET UP DESIGN Set up design is the putting together of something in a

particular way.

Put space use and set up design together and in sodoing satisfy the objectives of your planned event


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Design Elements

One of the most significant factor of a well designed

event is to find and use a central theme or a common

thread that runs throughout the entire event (from

the printing of invitations to the last moment of

setting up.

Flowers Linens

Lighting


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Design Elements

Fabric

Colour

Menu

Entertainment

All these elements should be consistent throughoutthe event and must bear relevance to the theme of theevent.


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Flowers

Flowers and floral designs: Spark inspiration

Add colour and aroma

Gives the event life

Can represent anything from formal, to casual to silly
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Designing your event - Flowers

Flowers and floral design: Can be overwhelming, therefore narrow you choices.

Choose flowers that are in season

Find an efficient floral designer. This

is very important).

Select appropriate containers


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Designing your event - Flowers Choose flowers and a floral design that communicates

the atmosphere you are creating.

Different types of f lowers are used for different events.

For example: Black tie event roses

Outdoor casual event brightly coloured daises

Business meetings small compacted arrangements.
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Designing your eventLinens

Linens refer to all the fabric used on your tables,whether they are rented, purchased or custom. Theycan range from the regular poly cotton blends to themore fabulous beaded organza, raw silk and gorgeous

patterns. Linen can be either dropped (placed normally over the

table) or swagged (draped, tied, puddled or pinned ontables, chairs or walls.
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LinensLinens

Should accentuate your event

Bring your design together and make a real statement

For in-house linens, stay with neutral colors as you

dont want them to compete with other dcor. Linen should always go to the floor.


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LightingThere are 4 main types of lighting:

Stage

General area (Illuminates the place so that guests cansee and move around)

Pin spotting (used to highlight specific things such as

sculptures)Atmosphere

Candles always

give a nice

touch.


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Lighting


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Fabric

Fabric can be draped, stretched, illuminated andshaped to create the most wonderful designs.

Fabric can be used to:

Enhance a space

Create backdrops

Camouflage an ugly wall

Wrap poles

Create hallways


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Fabric


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Set Up Design

Set up can include: Sculptures

Paintings

Stage Sets

Trees

Plants

Flooring

Furniture groupings Fabric

Lamps


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Putting it together

Convey your message, your theme, with

furniture groupings in rich fabric, lounge

waitresses in costume, huge fans on the ceiling

and maybe a salsa band with dancers.create

a look that does the talking foryou(Wolfand

Wolf, 2005)

(In reference to a casino night event)


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An event planner should

take responsibility to create a positive environmentthrough efficient and effective space use and set-updesign.

Ensure that set-up design should be customized to theunique needs of the current event. The movement ofattendees throughout the day, the lighting needed inthe room, the use of technology, and the level of

experience of the speaker(s) or entertainment all affectset-up design


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Event Design

Coordinate design with event theme and guest needs.

Ask yourself if guests are dressing formal or casual.

You need to know how extravagant you want to get,whether it's invitational printing, hall dcor,

audio/video, lighting with fog effects, etc.


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Event Design

Many venues have ready-to-go theme props, lightingand lecterns available due to their frequent hosting ofall sorts of meetings and events.

Speak to the manager of that department to learn whatoptions exist to help resolve most or part of the designhurdle.


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If a speaker or entertainment is part of the meeting,

the meeting manager must define their needs,

including furniture requirements (e.g. stool, lectern),the degree of interaction with the audience, and

technological requirements.


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Note other key factors of function room selection and

set-up include group dynamics, degree of participant

involvement, visibility issues, ability to hear thepresentation, and choice of formal or informal

meeting style.


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Most importantly be aware of local fire and safety

codes and take care to incorporate these restrictions in

the planning process.


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An event planner should Discuss factors to consider when designing the

environment for a meeting or event.

Identify the factors that affect an attendeespsychological and physical comfort level.

Describe how the choice of meeting room can affect

the achievement of the goals and objectives of theevent.


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Identify for example :

basic meeting equipment requirements.

the planning, space, and equipment elements

necessary to support the logistics of the meeting orevent.


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BE AWARE

Hotels and other conference facilities provide roomdimensions and the maximum number of people whocan fit into a meeting room space

The first step in selecting meeting room space is to

understand the most popular meeting space floorplans.


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BE AWARE

To be sure, keep in mind that "maximum" number of

individuals are usually noted for that space, and the

calculations do not consider other room setuprequirements, such as banquet stations, staging or

A/V, which take away from the overall space.

Jeffrey Beck PhD


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1. The elements of space use and function room set-up

design have evolved over the past five years toinclude the notion of an experience.

2. That many meeting managers are seeing the link

between a meeting or event, for whatever thepurpose, and the art of theater.

Jeffrey Beck, PhDAssistant Professor

The School Of Hospitality BusinessMichigan State University in

The Environment for Meetings and Eventsindicated the following

ff k


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Jeffrey Beck,

cited

Pine and Gilmore

According to Pine and Gilmore in The ExperienceEconomy, meetings and events should be designed toprovide a theme, send positive cues for learning andmeaning, eliminate cues that do not support the goalof the meeting or event,


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He further cited that

You must incorporate all five senses. This requires

taking into consideration the objectives of the meeting

or event, designing the function space set-upcreatively, planning for the physical and psychological

comfort of the participants, and using space efficiently.

B k


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Beck

also indicated that

It is critical that the meeting or events objectives areclearly understood at the time of the site inspection toensure the facility can accommodate the needs of the

meeting manager.

A critical step in completing advance arrangements isthe selection of the proper space, equipment, and set-

up for all events.


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Rob Hard,

Guide to Event Planning, has spent more than adecade planning hundreds of corporate eventsthroughout the U.S., including conferences, seminars,

organization milestones, employee training, sportshospitality, executive retreats, theme parties, holidayevents and other special events explained some basicspace use and set up design as follows


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SOME BASIC

SPACE USE & SET UP DESIGN Classroom Floor Plan

Classroom layout includes rows of tables and chairs.Six foot tables can comfortably hold two people per

table, and eight foot tables can comfortably hold three

people per table. The tables are typically arranged in

rows joining two tables in length, and then

incorporates an aisle for people to access the seats.

Cl Fl Pl


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Classroom Floor Plan


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Theater Floor Plan

Theater floor plans typically line up rows of chairs

and space aisles depending on the width of the

room and the total seating needed.

Theater floor plans allow for the maximum

number of people to fit into a meeting room.


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Theater Floor Plan


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Banquet Floor Plan

Banquet Floor Plan

Banquet seating is commonly calculated based on roundtables that hold 10 people using 6' round tables. Some

facilities also use 5' round tables. Banquet style allows forsmall group interaction at each table. Banquet seating

is often used for dinner events or as separate space forbreakfast and lunch breaks.


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Banquet Floor Plan


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Reception Room Floor Plan

Reception space typically includes numerous high boy

tables throughout a room, as well as tables for banquetand bar services. Because it isn't necessary for

dedicated seating space, this will reflect the largest

number of individuals who can fit into the room


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Reception Room Floor Plan


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Boardroom Floor Plan

A boardroom floor plan structures the room with all

attendees sitting around a closed table environment.

Boardroom set-up is structured for attendees to haveclose interaction


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Boardroom Floor Plan


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U-Shaped Floor Plan

U-shaped floor plans layout tables and seating to form

a "U" toward the front of the room where the speakerwill lead a discussion. This allows A/V to sit in the

center of the "U" and project to a screen next to the

speaker


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U-Shaped Floor Plan


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ENSURE

Whatever your event is: make sure that there is proper use of space to ensure

that your guests are comfortable

Make sure design is in keeping with the theme andobjectives of your event so that your guest will have afabulous event


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HANDOUT

CALCULATING

THE CAPACITY

OF

FUNCTION ROOMS


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REFERENCE The Environment for Meetings and Events

Jeffrey Beck, PhDAssistant ProfessorThe School Of Hospitality BusinessMichigan State University

Event Planning Made Easy. Paulette Wolf and JodiWolf with Donielle Levine.


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REFERENCE Popular Meeting Space Floor Plans - Meeting RoomSpace

Banquet seating is often usedfor dinner events or asseparate space for breakfast and lunch ... Boardroomset-up is structured for attendees to have closeinteraction. ... Tip: rely on a U-shaped f loor plan whenplanning interactive ... Universal Design - How toBuild for Accessibility - Universal Design in Arc.. ...eventplanning.about.com/od/.../tp/meeting_floor_plans.htm
http://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htmhttp://eventplanning.about.com/od/conferenceservices/tp/meeting_floor_plans.htm

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Space Use and Set Up Design # 7