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Seating Arrangement Checklist

  • Select a seating arrangement to support the event and presenter's goals.
  • Provide comfortable chairs.
  • Arrange for adjustable chairs for day-long training.
  • Provide surface for writing, using manuals, laptops, and covered beverages.
  • Accommodate people with special hearing, seeing or mobility needs.
  • Plan sufficient space for each person to avoid feeling cramped.
  • Provide for easy access to seating with adequate number and width of aisles.
  • Select space proportionate to the number of people attending.
  • Ten people will feel lost in a room set up for 300.
  • Check for adequate and comfortable air temperature. Make sure vents aren’t noisy.
  • Avoid noxious odors or enticing aromas.
  • Check room for exterior noise.
  • Tape door latches to prevent them from making noise when people have to leave or arrive late.
  • Arrange for adequate acoustics and acoustical support so people can hear (May require a variety of microphones).
  • Arrange for adequate lighting for presenter, audience and activities planned
  • Prior to the event, find out who to contact when problems occur.
  • Raise the speaker with a podium or platform so those in back can see.
  • Consider whether to use a lectern, it covers about 75% of the body and restricts the speaker's movement.
  • Locate screens, projectors and related visual equipment so audience can see
  • Determine which wall will be the front of the room.
  • Place entrance at rear of room to minimize coming and going distractions.
  • Check flip chart use and wall space for the display of filled pages.
  • Find out if there is time and staff to change the setup in a room for subsequent speakers.
  • Provide water, coffee, or other refreshments.
  • Test equipment for working order (video, projectors, monitors, greaseboards).
  • Provide vanity curtain for speaker's table to hide their stuff.
  • Note proximity to rest rooms and coat storage.
  • See that exit doors are clearly marked and announce during initial welcome.
  • Provide signs on outside door(s) and inside identifying the event and time.
  • Provide name tags and/or name tents for attendees and presenters.
  • Arrange for intuitive registration and program material distribution.