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EVENTS MANAGEMENT ROOM SETUP
This document provides guidance on room set-up and event planning considerations. It discusses factors like lighting, sound, temperature and supplies for room set-up. It also outlines different room styles like classroom, theatre, and banquet styles and when each would be best used. The document then covers event food and beverage planning factors like audience size, venue policies, menu selection and timelines for meals. It concludes with a short quiz on the content.
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EVENTS MANAGEMENT ROOM SETUP
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- 3. REMINDERS IN SETTINGUP A ROOM >A session that allows for more networking among peers is often more valuable than one or two speaker talking all day >A room that allows for movement and networking is important >You should face your audience toward the long wall in any room to expose more people to the front/stage area, specially important if you have a long, narrow room >Consider the direction people are entering the room. Have them enter from the back while the speaker is talking to avoid interruptions and embarrassment of latecomers
- 5. CLASSROOM STYLE •Best suitedfor taking notes •Using a computer / materials •Not for networking •Presenter would be doing most of the talking
- 6. HOLLOW SQUARE ORRECTANGLE STYLE •Good for educational sessions •Large Committee meetings •BOD, staff meetings
- 7. THEATRE STYLE •Maximum seatingcapacity •Used when speakers are on the stage •With presentation •Not advisable for note-taking
- 8. BANQUET STYLE •Used formeal functions •Good for small breakouts •Networking and note taking
- 9. CONFERENCE STYLE •Board orcommittee meetings •Interaction is anticipated •F & B function
- 10. U-SHAPE STYLE •Board orcommittee meetings •A-V Presentations •Banquets
- 12. •Located in aCentral Place •People will enter from this direction •Visible Signs •Enough Room Lines •Disabled Friendly •“Fill out forms” area •Information Area •Special Registration for VIPs •Collection of Payment •Cash / Credit Card •Tables for Displays, Handouts •Vendor Booths
- 14. •Must be inline with the vision, goals and objectives •Environmental Standards •Depends on the Budget •Form of Publicity and Marketing
- 16. FACTORS TO CONSIDERIN PREPARING FOR EVENT FOOD & BEVERAGE •Audience / Participants / Guests Age Nationality Gender Religion Special Meal
- 17. FACTORS TO CONSIDERIN PREPARING FOR EVENT FOOD & BEVERAGE •Guaranteed Numbers Departures Weather Destination Time Program •Venue & Caterer Chef’s Special In season FnB Policies Servers and Bartenders Type of Service Decorations Menu Selection Negotiate Prices
- 18. Managing Receptions andCocktail Parties •Use butler style service for hors d’ oeuvres (appetizers) •Use smaller plates on buffet tables – less consumption •Put more expensive items at the back of the room •Use cheese platters; more food=less price •Shorten cocktail parties •Use drink tickets instead of open bar •Beer and wine are less expensive than hard liquor •Few choices, large quantity > Large selection, small quantities
- 19. TIMELINE FOR MEALS TYPEOF FUNCTION TIME ALLOTMENT STAFF PER PERSON Continental Breakfast 30 minutes to 1 hour 1 = 100 Full Breakfast One hour 1 = 30 Breaks between meetings Minimum of 30 minutes 1 = 100 Lunch Minimum of 90 minutes 1 = 30 Receptions Depends on the dinner 1 = 50 Dinner 2 hours 1 = 30
- 20. SHORT QUIZ 10 ITEMS(1/4 SHEET OF PAPER) TRUE OR FALSE 1. Temperature should be a part of a room set-up 2. A room that allows for movement and networking is not important 3. A session that allows for more networking among peers is often more valuable than one or two speakers talking all day 4. HOLLOW SQUARE OR RECTANGLE STYLE is best suited for taking notes 5. Theatre style has the maximum seating capacity and used when speakers are on the stage
- 21. 6. Registration Areashould be located in the direction where people come in. 7. Gifts cannot be used as form of Publicity and Marketing 8. In a cocktail party, we should Put more expensive items at the front of the room 9. Shortening cocktail parties also lessen the cost 10. Always consider the direction people are entering the room
- 22. 1. true 2. false 3.true 4. False 5. True 6. True 7. False 8. False 9. True 10. True