The room setup can make or break a workshop. An auditorium needs a bit of creativity to support group work, and the AV must serve both the stage and the participants.
Plenary in the auditorium, breakouts nearby: inputs on stage, group work in smaller rooms or foyer spaces.
Paired seating: participants work with neighbours in fixed seats, using clipboards or tablets.
Flat floor area: if available, set up cabaret tables near the stage for hands-on tasks.
Ask the venue which spaces near the auditorium can be booked for breakouts, and check how long it takes to move between them.
Hands-on work needs surfaces: tables, whiteboards, flip charts or walls where materials can be posted. Check what is allowed on walls and what freestanding boards are available.
Lapel microphone for the main facilitator.
Roving microphones for questions and group sharing.
Large screens visible from every seat.
A document camera or live feed for demonstrations.
Background music for group work, kept low.
Recording equipment if the session will be shared later.
Plan where banners and signage will go, and brief the photographer or videographer on key moments, such as group work and sharing, not just the stage.
Run a technical rehearsal with facilitators to test microphones, slides, videos and transitions to breakouts. Check that sound carries clearly but does not overwhelm group conversations.
Confirm accessible seating, step-free routes to breakout rooms and hearing support if needed. Share materials in advance for participants who prefer to read ahead.
About this guide: Workshop at the SUTD Auditorium is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.