SPACE and SET UP

space -- an empty area usually bounded in some way

between things
Set upthe way something is put together

SPACE USE & SET UP DESIGN

Space Use: entails using the space identified for an event

effectively in order to chart success.

means finding elements that are proportionate to the

space being used (a large venue will need bigger, more impactful pieces, while a small venue will require

shorter ,smaller or fuller pieces).

SPACE USE & SET UP DESIGN

Use elements that create an impact and wont get lost.
Use and arrange elements to ensure that trafficking is

without hindrance.

SPACE USE & SET UP DESIGN

Set up design is the putting together of something in a

particular way.
Put space use and set up design together and in so

doing satisfy the objectives of your planned event

Design Elements
One of the most significant factor of a well designed

event is to find and use a central theme or a common thread that runs throughout the entire event (from the printing of invitations to the last moment of setting up.
Flowers

Linens
Lighting

Design Elements
Fabric Colour Menu Entertainment

All these elements should be consistent throughout

the event and must bear relevance to the theme of the event.

Flowers
Flowers and floral designs:
Spark inspiration Add colour and aroma Gives the event life Can represent anything from formal, to casual to silly

Designing your event - Flowers

Flowers and floral design: Can be overwhelming, therefore narrow you choices.
Choose flowers that are in season Find an efficient floral designer. This

is very important).
Select appropriate containers

Designing your event - Flowers

Choose flowers and a floral design that communicates

the atmosphere you are creating. Different types of flowers are used for different events. For example: Black tie event roses
Outdoor casual event brightly coloured daises Business meetings small compacted arrangements.

Designing your event

Linens
Linens refer to all the fabric used on your tables,

whether they are rented, purchased or custom. They can range from the regular poly cotton blends to the more fabulous beaded organza, raw silk and gorgeous patterns. Linen can be either dropped (placed normally over the table) or swagged (draped, tied, puddled or pinned on tables, chairs or walls.

Linens
Linens Should accentuate your event Bring your design together and make a real statement For in-house linens, stay with neutral colors as you dont want them to compete with other dcor. Linen should always go to the floor.

Lighting
There are 4 main types of lighting:
Stage General area (Illuminates the place so that guests can

see and move around) Pin spotting (used to highlight specific things such as sculptures) Atmosphere

Candles always give a nice touch.

Lighting

Fabric
Fabric can be draped, stretched, illuminated and

shaped to create the most wonderful designs. Fabric can be used to: Enhance a space Create backdrops Camouflage an ugly wall Wrap poles Create hallways

Fabric

Set Up Design
Set up can include:
Sculptures Paintings Stage Sets Trees

Plants
Flooring Furniture groupings

Fabric
Lamps

Putting it together
Convey

your message, your theme, with

furniture groupings in rich fabric, lounge waitresses in costume, huge fans on the ceiling and maybe a salsa band with dancers.create a look that does the talking for you(Wolf and Wolf, 2005)
(In reference to a casino night event)

An event planner should

take responsibility to create a positive environment

through efficient and effective space use and set-up design.

Ensure that set-up design should be customized to the

unique needs of the current event. The movement of attendees throughout the day, the lighting needed in the room, the use of technology, and the level of experience of the speaker(s) or entertainment all affect set-up design

Event Design
Coordinate design with event theme and guest needs. Ask yourself if guests are dressing formal or casual. You need to know how extravagant you want to get,

whether it's invitational printing, hall dcor, audio/video, lighting with fog effects, etc.

Event Design
Many venues have ready-to-go theme props, lighting

and lecterns available due to their frequent hosting of all sorts of meetings and events.
Speak to the manager of that department to learn what

options exist to help resolve most or part of the design hurdle.

An event planner should

If a speaker or entertainment is part of the meeting,

the meeting manager must define their needs, including furniture requirements (e.g. stool, lectern), the degree of interaction with the audience, and technological requirements.

An event planner should

Note other key factors of function room selection and

set-up include group dynamics, degree of participant involvement, visibility issues, ability to hear the presentation, and choice of formal or informal meeting style.

An event planner should

Most importantly be aware of local fire and safety

codes and take care to incorporate these restrictions in the planning process.

An event planner should

Discuss factors to consider when designing the

environment for a meeting or event.

Identify the factors that affect an attendees

psychological and physical comfort level.

Describe how the choice of meeting room can affect

the achievement of the goals and objectives of the event.

An event planner should

Identify for example :
basic meeting equipment requirements. the planning, space, and equipment elements

necessary to support the logistics of the meeting or event.

BE AWARE
Hotels and other conference facilities provide room

dimensions and the maximum number of people who can fit into a meeting room space

The first step in selecting meeting room space is to

understand the most popular meeting space floor plans.

BE AWARE
To be sure, keep in mind that "maximum" number of

individuals are usually noted for that space, and the calculations do not consider other room setup requirements, such as banquet stations, staging or A/V, which take away from the overall space.

Jeffrey Beck, PhD Assistant Professor The School Of Hospitality Business Michigan State University in The Environment for Meetings and Events indicated the following

1.

The elements of space use and function room set-up design have evolved over the past five years to include the notion of an experience.

2. That many meeting managers are seeing the link

between a meeting or event, for whatever the purpose, and the art of theater.

Jeffrey Beck, cited Pine and Gilmore

According to Pine and Gilmore in The Experience

Economy, meetings and events should be designed to provide a theme, send positive cues for learning and meaning, eliminate cues that do not support the goal of the meeting or event,

He further cited that

You must incorporate all five senses. This requires

taking into consideration the objectives of the meeting or event, designing the function space set-up creatively, planning for the physical and psychological comfort of the participants, and using space efficiently.

Beck also indicated that

It is critical that the meeting or events objectives are

clearly understood at the time of the site inspection to ensure the facility can accommodate the needs of the meeting manager.
A critical step in completing advance arrangements is

the selection of the proper space, equipment, and setup for all events.

Rob Hard,
Guide to Event Planning, has spent more than a

decade planning hundreds of corporate events throughout the U.S., including conferences, seminars, organization milestones, employee training, sports hospitality, executive retreats, theme parties, holiday events and other special events explained some basic space use and set up design as follows

SOME BASIC SPACE USE & SET UP DESIGN

Classroom Floor Plan

Classroom layout includes rows of tables and chairs. Six foot tables can comfortably hold two people per table, and eight foot tables can comfortably hold three people per table. The tables are typically arranged in rows joining two tables in length, and then incorporates an aisle for people to access the seats.

Classroom Floor Plan

Theater Floor Plan

Theater floor plans typically line up rows of chairs

and space aisles depending on the width of the room and the total seating needed.
Theater floor plans allow for the maximum

number of people to fit into a meeting room.

Theater Floor Plan

Banquet Floor Plan

Banquet Floor Plan

Banquet seating is commonly calculated based on round tables that hold 10 people using 6' round tables. Some facilities also use 5' round tables. Banquet style allows for small group interaction at each table. Banquet seating is often used for dinner events or as separate space for breakfast and lunch breaks.

Banquet Floor Plan

Reception Room Floor Plan

Reception space typically includes numerous high boy

tables throughout a room, as well as tables for banquet and bar services. Because it isn't necessary for dedicated seating space, this will reflect the largest number of individuals who can fit into the room

Reception Room Floor Plan

Boardroom Floor Plan

A boardroom floor plan structures the room with all

attendees sitting around a closed table environment. Boardroom set-up is structured for attendees to have close interaction

Boardroom Floor Plan

U-Shaped Floor Plan

U-shaped floor plans layout tables and seating to form

a "U" toward the front of the room where the speaker will lead a discussion. This allows A/V to sit in the center of the "U" and project to a screen next to the speaker

U-Shaped Floor Plan

ENSURE
Whatever your event is:

make sure that there is proper use of space to ensure

that your guests are comfortable

Make sure design is in keeping with the theme and

objectives of your event so that your guest will have a fabulous event

HANDOUT
CALCULATING

THE CAPACITY OF FUNCTION ROOMS

REFERENCE
The Environment for Meetings and Events
Jeffrey Beck, PhD

Assistant Professor The School Of Hospitality Business Michigan State University Event Planning Made Easy. Paulette Wolf and Jodi Wolf with Donielle Levine.

REFERENCE
Popular Meeting Space Floor Plans - Meeting Room

Space Banquet seating is often used for dinner events or as separate space for breakfast and lunch ... Boardroom set-up is structured for attendees to have close interaction. ... Tip: rely on a U-shaped floor plan when planning interactive ... Universal Design - How to Build for Accessibility - Universal Design in Arc.. ... eventplanning.about.com/od/.../tp/meeting_floor_pl ans.htm