South Africa Event Planning

Choosing a venue for a conference, gala dinner, training seminar or similar event is one of the first and most important tasks for the event coordinator. There are many factors contributing to the selection of a venue, including size, capacity, budget and accessibility.

However, another very important factor to consider is whether your guests or delegates will be suitably positioned in the venue for the purposes of your event. Whether you are hosting a gala dinner or a training seminar, your attendees will need to be seated in a way that allows them to get the most benefit and enjoyment from the occasion. There are various configurations (or seating plans and shapes) that can be considered, depending on your individual needs:

Hollow Square
This is best for smaller groups (that is, fewer than 25 people) who need to discuss matters, brainstorm and share thoughts. It encourages eye contact and personal, individual interaction. This format also does not promote any one person above the others, encouraging interaction on a neutral platform.

E-shape, U-shape and T-shape
These configurations are all in the shape of the letter that represents them. They are best for groups of fewer than 40 people. These shapes allow a leader to sit in a place that is visible and accessible to all other attendees, and the equipment required for the audio and visual aspects of the function can be placed in the open end of the seating, out of the way of pedestrians.

Oval and Round
These configurations are best for smaller groups (of no more than 10 people) that want to discuss matters intimately and on a level playing field, so to speak. Round tables actually provide a fair amount of space in the middle, which is ideal for note-taking, for example.

Theatre
This configuration is characterised by rows of chairs facing the same direction. It is ideal for large groups of people that need to direct their attention to one speaker or presentation screen, and who need to take notes. Chairs may be moved in the case of group activities.

Schoolroom
This is similar to theatre in that all the chairs are placed in rows and face forward, but is differentiated by providing tables or desks for delegates to take notes or place reading material on. If tables are separated from one another, only two or three chairs will be placed at each one. This is also appropriate for large groups of people.

Banquet
This style is used for events at which delegates or guests will be eating (such as gala dinners or weddings). Long tables are flanked by rows of chairs on each side so that guests are facing one another (therefore, this style is a particularly social one). Alternatively, round tables can also be used.

Photo Credit: University of Baltimore