The Ideal Presentation Layout to Maximise functionality.

The Chairs and Tables

If you are not having tables and chairs, then the chairs and seating plan should be looked at carefully so that in a large environment everyone is included and has a clear view of the presentation area. For large areas its best to alternate the position chairs each row so that people won’t need to shuffle their position to see the main speaker or event stage. This will also improve the way sound travels around the venue, making sure everyone is experience the full potential of the event.

If you are offering table for the event, then chair spacing is really important. Make sure that there is a minimal gap of around half a person between each chair. This will allow people to have their own personal space when seated, and it enables people to be more open and their approach to the event. Furthermore, having space between seating positions lets people interact with the environment around them and inspires a better flow of conversation and interaction in the room.

When planning the basic layout of the chair/tables make sure you are taking into account the visibility of the stage from any place you position a chair or table. Base your layout off of a semi-circle structure, and all chairs and tables should be directed towards the middle of the semi-circle.

Allow space between seating sections to allow movement of traffic so that congestion doesn’t build up and people can easily move around  the venue, without bumping into every table, chair and person.

randallblakegriffith via Compfight cc
  randallblakegriffith via Compfight cc

The Stage

The stage is the centre point of any event and to make sure it is presented in this way elevate and illuminate it. By adding levels to the venue you are separating one room into individual areas. People will be more likely to interact with the environment if there are multiple places to look at and intermingle with.

Lighting is important in a venue as it sets the mood of the event and where people should pay attention to. Having concentrated lights on the stage and dispersed lights that dim on the seating area when your event starts. This will draw people’s attention to the stage.

Many speakers and events will have banners either side of the stage, these are great to reinforce the event and brands involved. However, they need to be simple and non-cluttered. If they have a lot of graphics displayed then it can distract the attendees from the main even, speaker, showcase … ect.


The Theme

This is simple and should be easy to implement. When it comes to themes and colour schemes, keep it simple, consistent and relative to brand and products you are hosting during events.

Bright colours should be used near the entrance and exits to draw people in and direct traffic. Pastels colours and standard pop-up banners can then be used in the venue to deliver brands, images and products without distracting people’s attention from the stage.

Having a lot of text and graphic intense pop up banners can cause people to look at your banner for a while, which could cause slow traffic of people to build up. You want people to move around the venue and get what a banner is presenting quickly, so limit graphics and text in smaller or tighter areas of the venue.

Subtle Lighting Conditions

These are just few tips that Conferences and Events UK can give in regards to the Event Management and Organisation. Feel free to speak to our team to learn more about our Event Management offer.