Another equally important factor that event planners must keep in mind is seating and table arrangement, or room layout. This varies depending on clients’ specific requirements, the number of participants, and the venue. Today, we will deep dive into how to create a layout for an indoor event.
- Layout:
There are five areas that need considering in a room layout:
(1): Backstage
(2): Truss LED
(3): Stage
(4): The area between the first row of seats/tables to the stage
– Area (1): Event planners need to pay attention to this fairly important area. Backstage helps singers, artists, or logistics teams move back and forth between two aisles of the stage. The ideal width for this area is about 3m.
– Area (2): In terms of Truss LED, the minimum distance between the back of the screen and the wall is 2m. This guarantees safety as the installation structure having more rooms to stand. Remember, DO NOT POSITION THE STRUCTURE AGAINST THE WALL.
– Area (3): 4m is the usual stage depth. However, it can be changed depending on the venue.
– Area (4): Normally, the first row of tables is 2.5m from the stage (or from the three-step staircase).
Why are these parameters of importance?
- How to calculate layout:
For example, if your selected event venue has a 100m-long auditorium, should you make the most of the space and then set up as many tables and chairs as possible? First of all, let’s figure out what is inside the auditorium? Besides tables and chairs, we also have stage, LED screen, backstage, etc. It means, to determine the number of tables and chairs needed, we should zero in on the above parameters and subtract them from the total layout. Now, let’s get back to our example to make things easier for understanding.
From a length of 100m, if we subtract 3m for the backstage and 2m for the Truss LED, the remaining space will be 100m – 3m – 2m = 95m. If the stage is 4m deep and the first row of tables is 2.5m from the stage, the total seating area will be 95m – 4m – 2.5m = 88.5m. This is when you start to calculate seating arrangement and room capacity. Of course, different venues will affect the parameters.
- Types of seating plans:
* Classroom:
Classroom style setup is suitable for extended events where guests need to work on laptops or take notes.
+ Pro: Speakers can have a clear line of sight to all guests.
+ Con: This style discourages interaction as the view of the people in the back is limited. They only see the backs of those seated in front of them.
* U-shape:
U-shaped style makes sense for the event of a few participants, between 25 – 30 people.
+ Pro: This style allows people to interact with each other, and increase the audience’s attention.
+ Con: It has a limited capacity.
(5): Participant area (set up tables/chairs)
* Banquet:
Banquet style is commonly used for parties, gala dinners, or year-end parties, and consists of a set of round tables. There are 6 – 10 guests at each table.
+ Pro: This style allows people to converse with their table partners or to move around to other tables for further interaction.
+ Con: It occupies space and requires a large venue.
* Theatre:
Theatre style is a classic seating plan. With this setup, it would not be wise to bring documents or foods along.
+ Pro: This style allows the audience to have a full viewing of speakers and vice versa.
+ Con: This style usually allows for a large capacity, making it difficult to interact with guests, especially those sitting in the back.
You will often encounter the question, “Will this place accommodate that many people?” Rather than waiting for the technical team to measure, calculate, and finish the drawing, you can quickly estimate the number of tables/chairs or guests that the venue can occupy based on layout parameters. Just remember, the ability to answer inquiries instantly is also one of the ways to delight our demanding clients!
Reference: Mr. Dao Duy Thien Bao
