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Meeting room setup guide.

The setups and equipment in the conference room should maximize the impact of your program. In your initial planning, choose the setup that will be most conducive to your message. Consult with site personnel about the unique aspects of their facilities that can enhance the effectiveness of your events.

There are basic setups with which you should be familiar. Each has its own application and can be adapted to various surroundings, including obstructions.

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CLASSROOM STYLE

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Designed for lectures in which people need to take notes, this seating arrangement consists of tables usually 6 to 8 feet long with chairs. Table widths vary by site. Classroom style works well for both large and small groups, and it can be adapted to the shape of the meeting room. If your attendees will be taking notes for long periods of time, seat two people at a 6-foot table or three people at an 8-foot table.

BANQUET ROUNDS

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Generally used for food functions and small discussion groups. In an emergency, they can substitute for classroom seating, with people sitting at one-half of the table facing the head table. Depending on their size, rounds seat between eight and 12 people.

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U-SHAPE, E-SHAPE AND T-SHAPE

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These seatings are variations of the conference-style setup, where face-to-face interaction is important but the group is too large for conference seating. It's also effective to place program leaders and speakers at the points where tables cross.

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CONFERENCE BOARDROOM

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Best suited for small meetings where close interaction is preferred. Conference style is most effective for small training sessions and committee meetings. The shape can be rectangular or oval.

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HOLLOW SQUARE

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Another version of the conference style. This setup works well for meetings of 30-50 people because it opens up the meeting space, allowing people to see one another. Depending on the variety of the meeting equipment, you may adapt the hollow square into a hollow circle or oval.

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THEATER AND AUDITORIUM STYLE

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Like classroom seating and rounds, this arrangement works well for all sizes of audiences. Because there is little "elbow room," it is most effective for shorter meetings where note taking is not required. Keep in mind that when you have an audiovisual presentation or a speaker's podium, no one should have his or her back to the visual focus of the room.

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Article Details
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Publication:Arkansas Business
Geographic Code:1U7AR
Date:Nov 5, 2007
Words:407
Previous Article:Southwest Arkansas * resource guide.
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