Meeting room set up suitable to your event

Are you familiar with different types or styles of function room set up?

 

Different discussion or event will require different function room set up. 

It will all depend on several factors, such as, number of participants, type of meeting or discussion or event, one way or two-way interaction method, is there any group discussion involved, do you need table to note, is there any group exercises as ice breaker, is it a formal or an informal event, etc.

My plans will be to organize the event in the hotel where they usually have many function rooms to select and consider as well as the equipment and furniture that are ready to use.

Here, I will explore different types or styles of function rooms set up so you can review and consider to suit your requirements.

1. U-shape set up

Since it is called U-Shape then the set up will be formed as U alphabetical shape providing with proper meeting chairs and tables.  This set up will require spacious room with sufficient empty area in the middle for the speaker to move around if necessary.

U-Shape style is good and comfortable for meeting discussion and training where the participants require to interact each other.

2. V-shape set up

Similar like U-Shape, the V-Shape set up will be formed as V alphabetical shape providing with proper meeting chairs and tables. V-shape is an alternative set up of U-Shape where there are only few people need to be sat at the center end.

Spacious room will definitely be required to set up V-Shape style with the flexibility to prepare the coffee break to maximize the empty area in the meeting room.

3. Class room set up

Class room set up reminds me back to the high school where one or two persons will sit in one table listening to the lecturer.

Class room style tends to be a bit stiff and is consider suitable for training and presentation where the participants are driven to focus to the topic presented by the presenter or the speaker.  One table can be occupied either by two or three persons comfortably, but most of time, two persons per one table will be ideal.

4. Board room set up

This style is normally designed for a meeting with few numbers of participants to create more intimate and in-depth discussion.  Ideally, board room set up will be prepared with one rectangular table set up with 10 to 12 comfortable armchairs.

Some hotels usually have a meeting room with a stylish rectangular boardroom table which is equipped with power and data modules to create flawless discussion.

5. Theatre style set up

Theatre style will involve many meeting chairs with no table, similar when you watch a theatrical show or a concert.  This style is suitable for conferences or seminars when table for work is not required for participants.

Usually big stage will be part of the theatre style set up for speakers to showcase their presentation or doing talk show. Theatre style might not be able to create an intimate atmosphere since rarely discussion involved and the focus will be to the main stage.

6. Round table set up

This is one of the most common set up suitable not only for meeting, but also for training, small to medium size seminar, as well as gathering.  Based on the type of event, one round table can be set up for 6, 8 or 10 comfortable meeting chairs or armchairs.

With round table set up, a group discussion and exercises can be created between meeting when necessary. While for gathering, usually a full set or a limited set of dining cutleries will be set up in the table depending on menu arranged.

7. Lounge style set up

Let’s imagine you are in a lounge listening to jazzy music accompanied by your favorite drinks and some light snacks.  When you look around, then you will see a mix of different set of furniture creatively arranged in the room.

The set-up of lounge style for an event will consist of a range of sofa and unique shape table, coffee table and chairs, bar stool table and chairs as well as bar counter that can provide a la minute beverages requested by the participant.

This style has an aim to create a unique atmosphere but yet still deliver the seriousness of the meeting.  The environment created will tend to be more informal, chic and charming, can reduce the nervous feeling, so that the communication occurred will be interesting and engaging.

6. Free style set up

It is called free style set up therefore the set up can be as flexible as you want as long as the equipment and furniture required are available.  Free style set up will definitely need the hand of creative decorator to give some idea to suit the event.

For small to medium discussion, some ideas will be to cover the meeting room floor with clean big rug or carpet and set up with different shape of bean bag and several low table.  Alternatively, how about living room style or bedroom style which might be suitable for an informal small group discussion in a relax environment to generate excellent ideas.

It is important to have a valuable and memorable event in whichever set up or style you will choose.

So, ready to organize or choose your ideal meeting room set up now.

All the best.