When it comes to hosting events at your hotel, flexibility is key.
Hotels with event spaces must be able to accommodate a variety of functions, from corporate seminars to weddings, workshops, and networking events.
By offering versatile meeting room setup styles and understanding different seating chart types, hotels can attract and accommodate a broader range of clients, maximizing revenue opportunities.
Why Flexible Meeting Room Layouts Matter
A well-thought-out meeting room layout enhances the event experience, ensuring comfort, engagement, and efficiency. Here’s why adaptability is crucial:
- Increased Bookings: Offering customizable layouts appeals to a wider range of potential clients and event planners.
- Enhanced Guest Experience: The right seating arrangement improves communication, interaction, and visibility for guests, so making your space work for them means a better experience overall.
- Efficient Use of Space: Optimizing layouts allows for better space utilization, allowing you to accommodate varying group sizes.
Popular Meeting Room Setup Styles
Hotels can attract more bookings by offering multiple layout options for guests and event organizers.
Here are some of the most effective setups you can offer for the most common types of events:
1. Theater Style
- Best for: Conferences, presentations, keynote speeches
- Setup: Rows of chairs facing a stage or podium
Ensure proper spacing for easy movement and clear sightlines.
2. Classroom Style
- Best for: Training sessions, workshops, educational events
- Setup: Tables with chairs facing the front
For a more interactive event, you’ll want to provide ample table space for note-taking and materials.
3. U-Shaped Style
- Best for: Interactive discussions, board meetings, small group training
- Setup: Tables arranged in a U-shape with open space in the center
Ideal for events with a presenter who engages with participants.
4. Banquet Style
- Best for: Weddings, gala dinners, networking events
- Setup: Round tables seating 6-10 guests each
Be sure to leave enough space between tables for servers and guest movement.
5. Boardroom Style
- Best for: Executive meetings, brainstorming sessions, strategy discussions
- Setup: A single large table with chairs around it
You’ll want to make sure you provide accessible power outlets (provide extension cord options if needed!) and connectivity for seamless presentations.
6. Cocktail/Reception Style
- Best for: Social gatherings, networking events, corporate celebrations
- Setup: High-top tables with standing room
Ensure a good mix of seating and standing areas for comfort and accessibility.
Understanding Seating Chart Types
It’s not just the actual layout of the room — but also how your guests are going to situate themselves within it and interact with the space.
In this way, seating arrangements can also impact engagement and attendee experience so it’s important to consider when customizing your offerings for different groups and events.
Here are some common seating chart types to consider (and when to):
- Assigned Seating: Best for formal events like galas or business dinners.
- Open Seating: Encourages mingling and is ideal for casual networking events.
- Zoned Seating: Divides guests into sections based on preferences or group types.
Tips for Hotels with Event Spaces
In order to set your event spaces up for success, we’ve gathered some of our favorite tips that will keep you agile and ready to accommodate the varying needs of your guests.
- Invest in Modular Furniture
- Stackable chairs and adjustable, movable tables allow for quick reconfigurations.
- Stackable chairs and adjustable, movable tables allow for quick reconfigurations.
- Offer Pre-Designed Layout Packages
- Create and showcase layout templates for different event types. If your team is familiar with pre-designed layouts, they’ll be able to seamlessly execute set-up and takedown more efficiently.
- Create and showcase layout templates for different event types. If your team is familiar with pre-designed layouts, they’ll be able to seamlessly execute set-up and takedown more efficiently.
- Use Room Dividers
- Make large spaces adaptable for smaller events with partitions. This also opens up the possibility of optimizing space utilization if you can book out different portions of a space at the same time.
- Make large spaces adaptable for smaller events with partitions. This also opens up the possibility of optimizing space utilization if you can book out different portions of a space at the same time.
- Leverage Technology
- Interactive seating chart software helps clients visualize setups and ensures clear communication on requirements.
- Interactive seating chart software helps clients visualize setups and ensures clear communication on requirements.
- Provide Consultation
- Offer guidance on the best setup based on event objectives. Sharing customer success stories and examples of what has worked well in the past can help establish trust and rapport with prospective guests and event planners.
- Offer guidance on the best setup based on event objectives. Sharing customer success stories and examples of what has worked well in the past can help establish trust and rapport with prospective guests and event planners.
Adapting To The Needs Of Clients = More Bookings
Hotels that master flexible meeting room layouts can cater their event spaces to a wider audience, increase bookings, and enhance overall client satisfaction.
By providing various meeting room setup styles and understanding different seating chart types, your venue can adapt to suit the needs of guests and event planners looking for the perfect space to hold their function — whatever it may be.
