Event Setup

EVENT SETUP

Purpose: This Setup Guide is designed to provide users with basic information about event setups.  Each desctiption is presented with a sample diagram, which can be seen by clicking on the name of the particular layout.

For more information on the coordination of events please email emanagement@tnstate.edu .

CHEVRON SETUP
Chairs are arranged in rows slanted in a V shape and separated by a center aisle. They face the head table or speaker.

• Benefits: A more productive large group setup than the classroom style with the speaker as the focal point. More eye contact between the group and the speaker than the classroom setup, forming unity and more effective participation.
• Optimal seating capacity: 11-61.
• Best meeting uses: Teaching/Training, Lecture/ Presentation, Discussions/Negotiations, Executive Presentation, Seminar, Conference/Exchange.
• Best technology uses: Projection Presentation, Individual Computers, White Boards/Flip Charts, Sound/Music, Video Conference, Teleconference.

THEATER SETUP
Seats are in rows facing the stage area, no tables.

• Benefits: Perfect for shorter presentations, seminars, lectures and Q&As that require the attendee to focus on looking and listening. Best suited for presentations that require more elaborate audiovisual technology without needing note taking or laptop usage.
• Optimal seating capacity: 11-61+
• Best meeting uses: Teaching/ Training, Lecture/Presentation, Team Building, Executive Presentation, Seminar, Workshop
• Best technology uses: Projection, White Boards, Sound/Music, Video Conference.

  U-SHAPE SETUP
Series of tables set up in the shape of the letter U with chairs set all around on one or both sides.

• Benefits: Ideal set-up to promote an open forum for smaller groups of up to 40 people. All participants are able to make direct eye contact with one another enabling a lively discussion of ideas in this structured setting.
• Optimal seating capacity: 1-40.
• Best meeting uses: Teaching and Training, Meeting w/Meal, Discussions/Negotiations, Team Building, Conference/Exchange, Brainstorming.
• Best Technology uses: Projection Presentation, Individual Computers, White Boards/Flip Charts, Sound/Music, Video Conferencing, Teleconference.

BANQUET SETUP / CLASSIC BANQUET SETUP
Round tables arranged to maximize seating requirements for a variety of purposes.

• Benefits: Ideal set-up for meal centered meetings and banquets encouraging business and socialization for any size group. Typically 6, 8 or 10 people are seated per table. Sometimes configured as crescents, where no back is facing the speaker. Less elbow room than a Cluster.
• Optimal seating capacity: 1-61+.
• Best meeting uses: Meeting with Meal.
• Best technology uses: White Boards/Flip Charts, Sound Music.

HOLLOW SQUARE SETUP
Groups of interconnected rectangular tables. Also known as pods or team tables.

• Benefits: Groups of three rectangular tables, configured to maximize working sessions, collaboration and group participation with the facilitator(s). Tables are set at angles so that no back is facing the main speaker. Fosters creativity and team building.
• Optimal seating capacity: 11-61+.
• Best meeting uses: Teaching and Training, Lecture Presentation, Team Building, Discussions/Negotiations, Seminar, Workshop, Conference/Exchange, Brainstorming.
• Best technology uses: Projection Presentation, Individual Computers, White Boards/Flip Charts, Sound/Music, Video Conference.

CONFERENCE SETUP
Rectangle or oval shaped tables are set up with chairs on both sides and ends.

• Benefits: A formal executive level set-up designed for meeting with one primary facilitator. Good space for a comfortable working session, as well as food and beverages. Ample room for teleconferencing and visual presentations.
• Optimal seating capacity: 1-40.
• Best meeting uses: Lecture/Presentation, Board Meeting, Discussions/Negotiations, Executive Presentations, Conference/Exchange, Brainstorming.
• Best technology uses: Projection Presentation, Individual Computers, White Boards/Flip Charts, Sound/Music, Video Conference, Teleconference.

AUDITORIUM SETUP
Series of tables set up in the shape of the letter U with chairs set all around on one or both sides.

• Benefits: Meeting room set-up in which no tables are used and chairs are set in rows facing forward towards one point of interest, usually a stage or podium.
• Optimal seating capacity: 1-75+.
• Best meeting uses: Teaching and Training, Meeting w/Meal, Discussions/Negotiations, Team Building, Conference/Exchange, Brainstorming.
• Best Technology uses: Projection Presentation, Individual Computers, White Boards/Flip Charts, Sound/Music, Video Conferencing