Meeting & Event Design - Book Flashcards
Presenter Focused Room Setup Examples
Auditorium/Theater
Semicircle Seating
Herringbone/Chevron
Standard Schoolroom Setup
Presenter Focused Room Setup Definition
Prioritize maximum capacity over interactivity and are typically used for general sessions and keynote presentations. Attendees are passive/not actively involved.
Partially Interactive Room Setup Examples
U-Shape Horseshoe Crescent Rounds Pod Set Two Tiered Setup
Partially Interactive Room Setup Definition
Audience will face the stage/speaker, but will also need space to engage in group discussion.
Highly Interactive Room Setup Examples
Boardroom Hollow Square Oval Shape Conference Octagonal Angled Hollow Square
Highly Interactive Room Setup Definition
Although there may be a facilitator for the meeting, it is a highly interactive orientation promotes face-to-face communication.
Best practices for function space config.
- Set staging up on long side of room
- Adjust floor plan for AV needs
- Plan for attendee electrical needs
- Minimize Straight Row Seating
- Avoid Center Aisle, if possible
- Space out chairs
- Plan for quick set/flips
- Plan sessions in coordination with room setup.
- Consider accessibility
- Space in aisle for Q&A
- Hybrid - theater/classroom
Linear Booth Exhibit Setup
“in-line” booth, that are generally arranged in a straight line and have neighboring exhibitors on right/left with only one side exposed
Corner Booth Exhibit Setup
This is formed in a linear booth layout, at the end of the row of in-line booths offering exposure on two sides.
Perimeter Booth Exhibit Setup
This is part of a linear booth layout that backs to an outside wall of exhibition space rather than another booth
End-Cap Booth Exhibit Setup
This is exposed to aisle on three sides and is comprised of two booths.
The footprint of most conference chair measure at
17.5/18.5 inches wide by 20 inches deep and 17 inches tall
The Stacking Type of padded armchair measure at
15.5 by 17.5 inch seat and is 17 inches tall
Interlocking chairs spacing is
as little as 1 inch and as much as 3 inches. Further the better
Most schoolroom and banquet chairs are what height
30 inches high
Rectangle tables are typically what measurements (Conference)
6/8 feet by 30 inches
Rectangle tables are typically what measurements (Classroom)
6/8 feet by 18 inches
Half Rounds Measurements
30 or 60 inches
Quarter Rounds are used for
Horseshoes, rounded hollow squares and buffet tables
Peninsula and Split-Island Exhibit Booth Setup
exposed to aisle on three sides and comprised of at least four booths
Island Booth Setup
any size booth exposed to aisles on all four sides
Extended Header Exhibit Booth Setup
linear booth that is 20 feet or longer with a center extended header.
Lecterns Definition
Speaker-support furniture. They are slant-topped with reading stands, either tabletop or freestanding, and should be equipped with a reading light and extension cord.
Podium Definition
raised speaker’s platform. Freestanding lecterns are often placed on podiums
Dais Definition
a raised platform for a head table
Platform/Riser Definition
can be 6, 12, 16, 24 or 32 inches high and usually in 4 by 8 feet.
Handrails Definition
on stairs will help ensure safety when using raised platforms
Experimental Events Definition
refers to designing an event where the guests are engaged by the environment, decor performance, food and beverage and overall ambiance.
One influence on event outcomes
The function space - the room setup and decor. Decor may enhance the experience no matter the primary focus of meeting.
One influence on event outcomes
Color choices.
Neutral (white/gray) = less stimulating
Warm (Red/Orange/Yellow) = more stimulating
Cool (Blue/Green) = calming
Cool colors stimulate creativity and innovative thinking.
Third influence on event outcomes
choice of decor elements is the need to create a strong brand appearance.
Reception - Space per Person
9 to 10 square feet
Theater (less than 60 people) Space per Person
12 to 13 square feet
Theater (60 to 300 people)Space per Person
11 to 12 square feet
Schoolroom Space per Person (General)
17 to 22 square feet
Schoolroom Space per Person (less than 60)
22 to 23 square feet
Schoolroom Space per Person (60 to 300 people)
20 to 21 square feet
Schoolroom Space per Person (more than 300 people)
17 to 18 square feet
Banquet Seating - 60 inches
How many people comfortable, maximum, too tight
Comfortable - 8 people
Maximum - 9
Too Tight - 10
Banquet Seating - 66 inches
How many people comfortable, maximum, too tight
Comfortable - 9
Maximum - 10
Too Tight - 11
Banquet Seating - 72 inches
How many people comfortable, maximum, too tight
Comfortable - 10
Maximum - 11
Too Tight - 12
Available Square Footage
This requires a detailed floor plan that identifies all components to be included and will allow you to identify the space available for furnishings and other decor elements. `
Ceiling Height and Ceiling Structure
Consider this when selecting decor and furnishing in all stages.
Existing Environment
Fixtures, furnishings and equipment, walls, flooring, natural and electrical lighting, pillars or obstructions.
Access to the room
include the loading bay, loading elevator and load-in door access when planning decorations
Questions to ask in relation to set up time
How much time is available for decoration builds? What time can we setup and strike??
Walls and rigging points
when decor has to be fixed to the venue’s structure, coordination with venues is critical. Check on rigging points and equipment
Power accesibility
adequate power and access can be critical for signs and other decoration elements
Decor Maintenance
Particularly for multiple day events, some decor may require refreshing or daily maintenance.
Floor plans need to indicate
Entrances/exits existing obstructions staging backstage area dance floor/buffet/bars if required tables and chairs in the style and configurations
Technical Elements included in floor plan
technical areas (AV table, truss towers, camera risers)
Case storage for empty technical cases and back-of-house areas
location of power drops and cable runs
lighting plan, including colors/gobos
Conform with branding requirements
organizational branding
Organization’s colors
Decor location
Outline locations for decor elements, including linens/florals
Other details needed in floor plan
style/size of tables
color and style of chairs
color/size of linen
tabletop items
Safety Requirements for Floor Plan
draping treated with fire retardants
freestanding items anchored
aisles and walkways not blocked
venue rules are followed
Submit Draft Plan - Client
The client plan should include budget, branding requirements, safety regulations. Include floor plan and photos of venues/propos.
Submit Draft Plan - Venue
The venue will want an event specs guide and floor plan details. They will confirm everything is ok by venue.
Corrugated Plastic/Alligator Board
This plastic surface is durable, light and in some countries, recyclable if printed. Good when you are shipping signage great distances and need it to arrive intact. Inexpensive
Closed-cell polyvinyl chloride sheet
This hard plastic is also recycle in locales. It is thick, durable and fits well into many hard sets, such as existing exhibition stand construction systems. Heavy and not suitable for shipping large quantities.
Showcard
Moderately durable. When printed with soy-based inks, it is easily recyclable.
Vinyl, synthetic non-woven, similar banner materials
Printed vinyl assembled from a small carrier to a large banner, normally over 2 meters.
Modular Reusable Signs
This term applies to a board that can be used for one or multiple meetings and has space to attach or insert smaller specific signage.
Digital Signage
Many venues offer this. This signage may have a cost associated with it, which is generally much less than preparing and printing signage.
Hand-held signs
friendly, knowledgeable staff or volunteers who are recognizable by a uniform or hand held sign and help attendees get where they need to go can be very valuable.
Who rigs signage that requires rigging?
The majority of venues have exclusive suppliers who must be contracted to rig anything that is over people’s heads.
Question to ask in regards to easel signage.
who provides the easels or roll-up banners and who assembles them?
Signage Sustainability Options
Digital Sustainable Materials Sustainable Inks Re-usable Signs Materials that can be donated or re-used.
First Steps as event planner for AV needs
Define in basic terms what needs to be presented at the event and then determine the general types of event technology needed.
Venue Considerations in regard to technical production
- Room capacity charts
- Ceiling Heights
- Availability of Power
- Room lighting and control
- Loading Dock
- House Sound System
- Walls
Computer Assisted Design (CAD)
is a file that allows you or your technology supplier to position all items in the room and submit the plan for fire marshal approval when required.
AV Proposals will include the following
- Audio
- Visual
- Digital
- Lighting
- Scenic/Staging
- Labor
- Transportation and expenses
The basic parts of any audio system will be
- An input source, such as a microphone or playback service.
- A mixer and any items used to change the properties of the sound or switch between microphones
- Speakers or other output devices that amplify and carry the sound waves to the audience.
When do you need a mixer for a meeting?
when you have more than one source to be amplified - this takes all the signals from microphones and other devices that need to be played audibly for the audience. Allows technicians to balance all of those sources and send to amp.
Amplified Definition
once the sound is sent from mixer, it goes to this item which then increases the sound levels of the signal to be sent out of the speakers and into the room.
Equalizer Definition
allows the technician to boost or decrease specific bands of the audio spectrum.
Subwoofers Definition
a non-directional speaker used to increase the very lowest frequencies of things like music or video playback.
Delay, Center and fill-type speakers
mostly small speakers used to cover areas out of the range of the main speakers projection areas.
Monitor or fold-back speakers
speakers used to let presenters or musicians hear themselves and other sources - like questions from the audience- without straining to hear the main system, which is directed away from them and toward the audience.
A basic visual system will include
- a source or sources of input to be visually presented to the audience
- switching or other processing, in most cases, to alter or combine input sources.
- a viewing medium for the audience to see the images clearly.
Light Emitting Diode (LED)
walls, monitors, blended screens, personal devices, or even projection onto buildings, water or smoke.
The following should be considered for screen placement
- screen should be 5 feet off the floor
- Distance from the projector to screen should be 1.5 times the width of the screen
- The projection platform should be placed at 90 degrees from screen
- Projection platform must elevate the projector to at least the bottom of screen
- How the audience is seated
Basic Lighting Tool - Ellipsoidal Light Source
is a focused beam of light that can be shaped and controlled. A fabricated insert (gobo) an be inserted to further shape the light into graphics or scenery.
Basic Lighting Tool - Par
less focused or shaped light used to wash a broader area with an even light
Basic Lighting Tool - Fresnel
A softer, beam-focusing light
Hybrid Event
This type of event allows the audience to reach beyond the confines of the meeting room or join with people from around the world.
Virtual Event
This type of event is completely online - no in person option.
Example of a virtual event
Webinar
Speakers Lounge/Den/Ready Room
Location for virtual event where the speakers offer all their presentation and demonstrations in this space.
Physical Constraints of the site for hybrid meeting
For online attendees - the venue usually is of less direct impact and importance. The most direct influence is the availability of internet bandwidth for incoming and outgoing visual and sound signals.
Program objectives for hybrid event or virtual event
These should be defined and the design of the event shaped to support these things.
Audiovisual Fundamentals for hybrid/virtual events
the online attendees or speakers need technology equipment known as CCC - capturing, composition and webcasting.
Capture Event Content
Usually a minimum of three to four cameras with an operator behind each creates a nice setup.
One -box webcast solution
this device makes a composition of two images - the camera image with sound and presentation slides. Side by Side view - not flipping channels
Pictogram
postage stamp size copy of all slides in a row - shown at bottom of the screen
Mobile App
used on tablets or mobile devices, as well as chat or social media integration
Audio requirements to list in RFP
items that need amplification and maximum number of presenters, include preference for wireless or wired mics
Visual requirements to list in RFP
Audience size, seating arrangements and setup changes.
Lighting requirements to list in RFP
Simply list the areas you’d like to make sure are lit as well as the decor you want to highlight
Labor requirements to list in RFP
This will be defined by the audio, visual, lighting information.
Hybrid & Virtual Event Requirements to list in RFP
- separate sound-mixing technician who focuses on the sound that the online attendees receive.
- separate image switcher who can select images that are independent from what is seen on the onsite screen in the meeting room.
- a separate video recording/webcast technician who checks what goes out via image/sound.
Equipment needed for hybrid
- online speakers or moderators
- social media stream
- webcast monitoring
- online breakout groups
- enabling the onsite attendees to talk to online attendees
Project manager
many shows are assigned this position by the supplier to oversee the crew and directly liaise with the event profressionals
Producer
these individuals oversees all of the details of the technical production and all technical suppliers including video and graphics
technical director
this person functions with the project manager to oversee the production schedule, drawings, permits and any other technical details of the show may be required
stage manager
this person will work with all of the presenters and instruct the crew via cues when each presenter or element is to be started may be necessary
Tech Rehearsal
the crew will run through, in order each element of the show.
Private, Hosted Event - Admittance-verification system
A corporate meeting may be closed to the public and may require a registration system to confirm employment with the company.
Paid Public Event - Admittance Verification Sytem
a verification process may be required for this type of event to confirm eligibility for discounted rates, such as students or member rates, to restrict access to certain groups
Credentialed Event - Admittance Verification System
Some events, such as sporting events or voting sessions, may require further credentialing and verification to register an attendee
Radio Frequency Identification (RFID)
this technology or a simple bar code that can be scanned for lead retrieval at trade shows of for tracking attendance
The written plan for admittance should include
- Criteria for attendance
- levels and categorizes of registration
- Methods of registration and accepted payment
- on-site identification requirements (badges, ticket, etc.)
- requested accommodations - mobility options, hearing/vision assistance, language
translation - Exceptions to the standard reg. process
Crowd Mentality
When a crowd behave in a manner that is not safe.
When developing a crowd mgt. plan, the following should be incorporated
- Floor plans - approved by venue/fire marshal
- Ingress/Egress
- Screening Systems
- Site plan
- Signage
- Attendee behavior/response mechanisms
Ingress/Egrees
This plan will need to include front of house entrances and access control. All exits need to be clearly marked. One entrance for all guests.
Screening Systems
For large-scale events with high security, you might require guests to go through an electronic and/or physical system
Site Plan - Crowd Mgt
You need to manage addition considerations including fencing that keeps attendees in and the public out
Five Star
Most often used for incentive programs - properties that are meant to impress in rooms/functions. Function space with view.
Conference Centers with housing
a facility that provides a dedicated environment for events, especially small events.
Meeting Properties - Four Star
These properties are designed to appeal to event professionals with good ratio of sleeping rooms to function space.
Three Star Hotels
some of these properties have meeting space and are suitable for work focused meetings. Pricing is cheaper.
Two Star Hotels
Used as a lower price option for international meetings.
Premium Luxury Cruises
Incentive trips, ships designed to impress like high end hotels.
Contemporary Brand Cruises
Most of these ships have more meeting space integrated with their design and suitable for work related meetings.
College Campus
These properties are most often used during the summer or holiday breaks as an affordable option for large meetings.
Convention Center Hotels
Many large association meetings, trade shows/exhibition focused events will use this as their event space.
Special Circumstances to be listed with rooming list
- number of local attendees
- flight patterns
- special program features that influence attendees
- proximity to other hotels that may be reserved by attendees
- pre/post date activities
- special rates/corporate policy
Motor Coach
for large group movements - this option requires more than 30 but efficiently move thousands of attendees.
Shuttle Services
Provided by airlines, the destination or venues may be used by event attendees.
Mini-coaches
typically seat 20 to 24 guests
Party bus
transportation is rarely used for business meetings but typical for events such as graduations
Boats
can be used in multiple ways during an event, including activities such as regattas, rallies, or races
Limos
often used for celebrity or VIP transfers
Sedans and other vehicles
may be used for VIP transfers and they are often chartered on standby status for the use of VIPs over the course of a program.
Taxis
typically used for individual travel
Luggage transportation
may be required for guests who will have an abundance of luggage
Float plane/Ferries
may be used in harbor cities to move guests between locations.
Order of Precedence
this is an important etiquette guideline, as improper recognition of someone’s rank is tantamount to an insult to the individual’s position or the country he/she represents.
Titles and styles of address
proper formatting should be follow in regards to titles when addressing corrspondence
Invitations
Proper salutation is very important when addressing this to a head of state, ambassador, mayor, etc.
Flags
Follow all local and national flag codes to demonstrate respect.
Applicable guidelines for flags
- When two or more nation’s flags are displayed, they should be the same size and flown at the same height on separate staffs
- When displaying flags on crossed staffs, the host nation’s flag is in front.
Religious, cultural and ritual observations
this will influence how meetings are conducted regarding dates/times/food selections, manner of which food is prepared, served and eaten
Principle of assessment and evaluation
This aspect emphasizes the importance of clear, measurable objectives for the purpose of determining the event’return on investment.
Principle of meaningful engagement
This refers to designing the event to connect with the audience physically, intellectually and emotionally
Principle of distributed learning
This principle considers determining the optimal scheduling of distribution of learning, including formal and informal elements and what should occur before, during and after the event.
Principle of Collaboration
This principle links understanding the needs of the audience through direct consultation and collaboration on the design of the event.
Principle of Experience
This last principle highlights the importance of considering the event experience from the attendee perspective and designing it to be meaningful and memorable.
Focus on Meeting Architecture
Identity - Design - Execute - Assess
Gamification
the process of game thinking and game mechanics to engage users and solve problems
Audience Reaction Team
Four or five attendees query the main speaker from the stage with questions from the audience and follow up questions
BarCamp
these are participant-led conferences where everyone who attends contributes a demonstration or session.
Breakout/Concurrent Sessions
These sessions typically include a speaker or facilitator and provide in-depth discussion on a focused topic
Buzz sessions
a method to increase audience participation by dividing attendees into discussion groups
Colloquium
An informal meeting for the purpose of discussion, usually of an academic or research nature.
Debate
Two teams are composed of two or three people each, arguing the opposite side of an issue
Fishbowl
An interchange between an inner circle debating an issue and an outer circle of observers. Individuals occasionally move from one circle to the other
Keynote sessions
Keynote sessions are designed to bring everyone together and may include a high profile speaker or a panel presentation
Interview
a moderator, on behalf of the audience, asks the presenter questions
Open space technology
this is an approach to hosting meetings where the agenda is determined on arrival by participants
PechaKucha
This design format originated in Japan and refers to sessions that include a series of short presentations of 20 slides lasting 20 seconds each.
Seminar
A lecture and/or dialogue, usually involving a small group of attendees - usually 10 - 50
Symposium
A meeting of experts in a particular field at which papers are presented and discussed by specialists on particular subjects with a view to making recommendations concerning problems under discussion
Unconference
This is a participant led event. The agenda is typically created by the attendees on arrival and includes open discussions rather than formal presentations
Workshop
An intense often hands-on learning experience in which a limited number of attendees participate directly in learning a new skill or tackling an issue.
Program Flow
outlines the timing of each element and helps provide a realistic time frame that identifies where the schedule may be too crowded or where gaps appear in the program.
The Event Specification Guide (ESG)
This will be come the final working document that is shared with key staff, supplier partners, and venue reps. It contains every detail that is required to make an event happen.
Detailed Agenda
This will provide a key overview for your front-line or registration staff and key hosts. You may want to prepare a special one for VIP that highlights where they need to be.
Scripts for the master of ceremonies or hosts
This can be a full script of list of key points.
Attendee agenda
this is often called a program and might be in print of electronic form. It will include room information, floor plan if applicable.
ROI Pyramid
Top - Level 5, ROI Level 4, impact Level 3, application Level 2, Learning Level 1, Reaction, Satisfaction, Planned Action Bottom - Level 0, Inputs and Indicators
Speaker Contracts Should Include
Travel arrangements
date, time, place and duration of presentation
information on accommodations/meals
fees, reimbursements and payment terms
if you want speaker to attend networking events
Can the speaker promote things at event?
Procedures and handout materials
agreement on audio, video recordings
canclleations policies
Full-service breakfast
attendees are seated at one time with a combination of pre-set and plated service. best when speakers are presenting
Sustainable F&B practices
- Using fresh, local ingredients
- managing food waste appropriately
- Limiting use of individually packaged food
- Recycling glass and aluminum at a minimum
- Offering vegetarian options
Liquor licensing
every country will have its own laws relate to alcohol service and the event planner must be aware of these
Food Safety
Countries around the world have various regulations related to food production, delivery, cooking temperatures and allowable service times on buffets.
Laws for Public Health
- The amount of time food can be left out
- Temperature that meat/seafood must reach internally.
- Temperatures maintained for freezers, fridge
- Surfaces and types of materials acceptable for walls, floors, etc.
- Ground faults for electrical outlets.
- plumbing specifications
- sanitation practices
Quantity calculation for all male attendance for regular morning break - regular coffee
Attendance X 60%
Quantity calculation for all male attendance for regular morning break - Decaf
Attendance X 20%
Quantity calculation for all male attendance for regular morning break - tea
Attendance X 10%
Quantity calculation for all male attendance
for regular morning break - soda
Attendance X 25%
Quantity calculation for all female attendance
for regular morning break - soda
Attendance X 25%
Quantity calculation for all female attendance for regular morning break - tea
Attendance X 15%
Quantity calculation for all female attendance for regular morning break - decaf
Attendance X 25%
Quantity calculation for all female attendance for regular morning break - regular
Attendance X 50%
Quantity calculation for 50/50 attendance for regular morning break - regular
Attendance X 55%
Quantity calculation for 50/50 attendance for regular morning break - decaf
Attendance X 25%
Quantity calculation for 50/50 attendance for regular morning break - Tea
Attendance X 10%
Quantity calculation for 50/50 attendance for regular morning break - soda
Attendance X 25%
Quantity calculation for 50/50 attendance for regular PM break - regular
X 35%
Quantity calculation for 50/50 attendance for regular PM break - decaf
X 20%
Quantity calculation for 50/50 attendance for regular PM break - tea
X 10%
Quantity calculation for 50/50 attendance for regular PM break - soda
X 70%
Quantity calculation for all females attendance for regular PM break - regular
X 30%
Quantity calculation for all females attendance for regular PM break - decaf
X 20%
Quantity calculation for all females attendance for regular PM break - Tea
X 15%
Quantity calculation for all females attendance for regular PM break - Soda
X 70%
Quantity calculation for all males attendance for regular PM break - regular
X 35%
Quantity calculation for all males attendance for regular PM break - decaf
X 20%
Quantity calculation for all males attendance for regular PM break - tea
X 10%
Quantity calculation for all males attendance for regular PM break - soda
X 70%
Number of bartenders per number of people
1 per 75 - 100
Staffing Ratio for average service
1 server to 20 guests
Staffing Ratio for high level service
2 servers to 10 guests
French Service
where specific items are prepared and served table side. The specially trained staff and service carts required.
Russian Service
where each item is placed by a server onto the guest’s plate at the table, instead of filling plates in the kitchen
Factors to be consider when selecting food service
menu, costs, available staff, and event program
ESG should contain
floor plans and timeline of events, clearly outlined service explanations
