EVENTS MANAGEMENT ROOM SETUP

2. ROOM SET-UP
LIGHTING
SOUND
TEMPERATURE
SUPPLIES
AMENITIES

3. REMINDERS IN SETTING UP 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 suited for taking notes
•Using a computer / materials
•Not for networking
•Presenter would be doing most of the talking

6. HOLLOW SQUARE OR RECTANGLE STYLE
•Good for educational sessions
•Large Committee meetings
•BOD, staff meetings

7. THEATRE STYLE
•Maximum seating capacity
•Used when speakers are on the stage
•With presentation
•Not advisable for note-taking

8. BANQUET STYLE
•Used for meal functions
•Good for small breakouts
•Networking and note taking

9. CONFERENCE STYLE
•Board or committee meetings
•Interaction is anticipated
•F & B function

10. U-SHAPE STYLE
•Board or committee meetings
•A-V Presentations
•Banquets

12. •Located in a Central 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 in line with the
vision, goals and objectives
•Environmental Standards
•Depends on the Budget
•Form of Publicity and
Marketing

16. FACTORS TO CONSIDER IN
PREPARING FOR EVENT FOOD &
BEVERAGE
•Audience / Participants / Guests
Age
Nationality
Gender
Religion
Special Meal

17. FACTORS TO CONSIDER IN
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 and Cocktail 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
TYPE OF
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 Area should 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