A2Z Occasions

Meetings

Meeting Room Setup/Configurations

E-shape, U-shape and T-shape: Appropriate for groups of fewer than 40 people. These are best for interaction with a leader seated at the head of the setup. Audiovisual equipment is usually set up at the open end of the seating.
Ovals and rounds: 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.
Theater: Appropriate for large sessions and short lectures that do not require extensive note taking. This is a convenient setup to use before breaking into discussion or role-playing groups because chairs can be moved.
Schoolroom or Classroom: The most desirable setup for medium to large-size lectures. This configuration requires a relatively large room. Tables provide attendees with space for spreading out materials and taking notes.

Be aware of factors that can directly affect the quality and cost of an AV presentation: ceiling height, walls, floors, obstructions, windows, lighting, mirrors, doors, air conditioning, and fire exits.
Ask the AV company's representative to walk through the space with you. This person will be able to explain how to best use the meeting or event space.
Communicate with speakers/presenters to confirm AV needs. Plan for a minimum of a 35mm projector, an overhead projector, screen and flip chart(s) for smaller breakouts. More often, presenters are using computer LCD projectors and high-intensity overheads. Determine the availability and cost of this equipment.
Be aware that all rooms are not equipped with sound systems, nor do all sessions need sound. Determine which rooms need sound and which can be used with the systems in place. Try to negotiate a flat rate or a percentage off the daily rate when renting a system.
Consider that screen height generally should be the distance from the screen to the back wall divided by eight; chairs should be no closer to the screen than 1.5 times the screen's height; ceilings should be at least 10 feet high. Rely on your AV technician for assistance.