Setting up a conference room can be simple or complicated, depending on what you plan to use it for. Conference rooms are used for many things; predominately meetings, seminars, workshops and conferences. Conference rooms need to be comfortable and convenient. There are various room settings for your conference room.
The style of room setup depends on the purpose of the meeting. Meetings designed to encourage group interaction would be arranged differently to a traditional seminar where participants are listening to a specific speaker, or speakers.
If your company is having a conference, the first step is to decide whether or not you will be getting outside help to plan and execute it. Conference organisers can put together a winning conference that will no doubt leave all those in attendance very impressed. On th other hand you may want to be saving money in which case planing it yourself or getting someone in the office to plan it is the only option. Seating arrangements are a critical part of any successful public speaking engagement and are especially important for humorous speeches. As a professional public speaker you must consider not only interaction, but safety and comfort parameters as well. When making arrangements for a business meeting, remember to take care of any technical requirements. You may need a microphone for the speaker so audience questions can be asked. A LCD Projector is generally used for PowerPoint presentations and many meeting room will also have inbuilt or free standing projector screens. A podium may be required by the speaker and a lectern is handy for the speakers notes. Setting up the room well is important. This should ideally be done the day before to avoid any last minute jobs. If there are training aids being used such as projectors or powerpoint presentations then the chairs will need to face the front. If there is any training in small groups being given, then chairs facing each other will be appropriate chairs arranged in a circle. Thinking about the order of events of the day will make arranging the chairs easier.
Uncomfortable people will not listen to you. The unwritten rule is that meeting rooms are always too hot or too cold so you’ll have to do your best. When setting air conditioning levels, the room should be cooler than you think it should be. The body heat of the audience will bring the room to the comfort level. Make sure it does, and be ready to make adjustments as you go. If you can’t get the right temperature, make sure you acknowledge the audience’s discomfort and encourage them to make the best of it. Your care for them will automatically make things a little better.