You are in the middle of organising an event. The room is under option, the guest list is taking shape and the speakers are booked. And then a question occurred to you: which room setup are we going to use? In other words, how do you actually set up the room? The right room setup has a major impact on the success of your event. After all, it determines how people move through the room and interact with each other. Find out all you need to know about room set-ups here.
The right room setup is important
How you place the tables and chairs in your event venue is essential to the success of your event. Why? Because it affects interaction. On the transfer of knowledge. Or the discussion, for example. So ask yourself what the purpose of the meeting is. Do you want people to mainly listen? Discuss? Networking? Or is it a dinner party - and if so: standing or sitting? If you choose the wrong setup, you will create unrest. Or a distant atmosphere. If you choose the right setup, it will support your programme. You increase interaction and create a pleasant flow in the room.
What room set-ups are there?
There are many different room set-ups, including variations. Sometimes even combinations. We list the most frequently chosen room setups.
- Theatre setup
The name gives it away: this is the classic setup as you would sit in a theatre, for example our Beatrix Theatre. All seats face the stage or screen. A theatre set-up is an ideal setup for presentations, lectures, keynotes or other plenary sessions. This is because it is all about the message. Moreover, this way you can fit a lot of people in your room and everyone looks in the same direction. But ... do you want to start a discussion or have people take notes? Then the theatre set-up is a bit more difficult. After all, there are no tables and people cannot see each other properly.
- Cabaret setup
Why this term was chosen is not entirely clear to us. Perhaps because it looks like you are sitting in a comedy club: after all, the chairs are arranged in rows, with small tables in between. It is widely used for light-hearted presentations, interactive sessions or events where you get catering in between. The advantage is the table: space to write something down or put down a drink. A cabaret setup has an informal atmosphere.Although a cabaret setup has a bit more convenience than a theatre setup, it is a bit less in terms of capacity. This is because the tables take up a lot of space. And besides: not all chairs have a good view of the presentation area.Looking specifically for a room for a cabaret room setup? Then pay close attention to the ratio between the number of participants and the view of the stage. Because: the bigger the room, the smarter you need to be with the set-up.
- U-shape
In a U-shape setup, tables and chairs are arranged in a U-shape, all facing a speaker or screen. This is a fine setup for meetings, as everyone can see and face each other. Moreover, it also lends itself perfectly to brainstorming sessions, pitches and training sessions. It promotes interaction with each other. You can see each other well, and you have enough space for a notebook, lunch and laptop.A U-shape is somewhat less suitable for large groups, because it takes up quite a lot of space. Besides, participants see the speaker or presentation from the side. If you have a long presentation or meeting, this can get a bit uncomfortable.
- Carré setup
In a carré setup, the tables are in a closed square or rectangle. The chairs are (logically) on the outside. This is a good set-up for meetings or strategic sessions where you have few participants. It is an approachable arrangement, as everyone sits equally. Moreover, it allows all participants to look at each other.A square setup is somewhat less suitable for presentations or lectures with a speaker. This is because it is a closed set-up. It also requires a lot of space.
- Dinner set-up
The term 'dinner set-up' actually covers it all: here, participants sit at round or rectangular tables, spread throughout the room. It usually involves tables with 6 to 10 chairs, but you are of course free to vary. We usually use it at galas or corporate dinners. It is great for promoting interaction during the meal. Especially with round tables, everyone can look at each other and make a connection. It is perfect for creating a cosy atmosphere.A disadvantage of a dinner set-up is that it is somewhat less suitable for visual presentations that last a long time. This is because there are participants who have to turn around, as not every chair faces a stage. The way the tables are set up also means that not everyone has a good view of the stage or screen. We sometimes recommend having the speaker walk around in these situations.
- Arena setup
In an arena setup, the speaker is literally the centre of attention. This is because the stage is in the centre of the room, with the chairs around it. A bit like sitting in a stadium. It gives an intimate and energetic atmosphere, because the audience literally sits around the subject. It is very suitable for inspiration sessions, debates or events where you want to create interaction.An arena setup does require the necessary skills of the speaker. The speaker has to turn and move a lot to continuously address the audience. There is always a moment when the speaker's back is to the audience.
- Commons setup
Debating? Then a lower house setup is perfect. Think of the British parliament, where participants sit in two groups facing each other. In between is a free space where moderators or speakers can move around. Ideal for a debate, pitch or panel discussion where you have to deal with two points of view. Sometimes also fun to do at a catwalk. It encourages engagement and full attention.Do you only want to present and convey one-sided information? Then a lower house setup is not so suitable.
Room set-ups for meetings
Overview, interaction and comfort. Those are the most important elements of a meeting. That is why we usually recommend a U-, square or boardroom setup at our MeetUp meeting centre. By the way, we did not describe the latter setup above: it is a long table with chairs around it. In these layouts, participants can see each other well and also take the floor. Of course, we can also combine or vary them, e.g. multiple U-shaped configurations.
Can't choose? Get advice
Are you unsure about the right set-up? Then we will gladly help you. We know exactly how many people you can accommodate per room, with which set-up. At Jaarbeurs we think along with you, because the ideal room setup is tailor-made. For example, do you have a complex conference or a varying programme? Then a hybrid setup is interesting. For example, a plenary session in theatre set-up, followed by break-outs in a U-shape. We will be happy to advise you!
