Conference 

CONFERENCE AND LUNCHEON

Setting up an event space for a conference and luncheon requires careful planning to ensure that attendees have a productive and enjoyable experience. Here's a step-by-step guide on how to set up the space effectively:

• Choose the Right Venue:

  • Select a venue that can accommodate both the conference sessions and the luncheon comfortably. Ensure it has appropriate seating, audiovisual equipment, and catering facilities.

• Set Up Conference Seating:

  • Determine the seating arrangement for the conference sessions. Common options include:

    • Theater-style seating: Rows of chairs facing the stage or speaker.

    • Classroom-style seating: Rows of tables and chairs with a clear view of the front.

    • U-shape or hollow square: Tables arranged in a U or square shape for discussion and interaction.

    • Boardroom-style: A large table with chairs for collaborative meetings.

• Audiovisual Equipment:

  • Ensure there's suitable audiovisual equipment, including microphones, projectors, screens, and sound systems, to facilitate presentations and discussions.

• Stage and Podium:

  • Set up a stage or podium for speakers and presenters. Make sure it's well-lit and easily visible from all seating areas.

• Networking and Breakout Spaces:

  • Designate areas for networking, breaks, and small-group discussions. Provide comfortable seating, refreshments, and signage to guide attendees.

• Luncheon Seating:

  • Arrange tables and chairs for the luncheon portion of the event. Consider seating options like:

    • Round tables: Promote conversation and socializing.

    • Long banquet tables: Create a formal and elegant atmosphere.

    • Mix of table shapes: Adds variety and accommodates different group sizes.

• Catering and Food Service:

  • Coordinate with catering services to provide a well-organized buffet or plated meal.

  • Set up serving stations, beverage stations, and dessert tables as needed.

  • Ensure that dietary preferences and restrictions are considered in menu planning.

• Check-In and Registration:

  • Set up registration desks or check-in counters for attendees to receive badges, materials, and event information.

• Safety and Security:

  • Ensure the safety of attendees by having a plan for emergencies and appropriate security measures in place.

By following these steps and considering the needs of both the conference and luncheon portions, you can set up an event space that promotes learning, networking, and a pleasant dining experience for attendees.