Meeting planners and senior management used to look every minute detail and aspect very keenly prior to conference inauguration. They also supervise the technical aspects of conference rooms by themselves. Besides taking care of the technical items provision – the absence of which will create a lapse or defect in certain meeting proceedings, the seating arrangement of the meeting is also of vital importance.
The supervision of the seating arrangement rests with the top management who always design the seating system which will signify the official hierarchy and pecking orders. Event Managers are never involved in finalizing in arranging the seats. Ambience of the meeting is specially taken care of – by the meeting hosts, as they want to have long lasting impression of their successful meeting to their participants. This theme of the meeting hosts would be communicated to the Venue Managers who create atmosphere as per desire of the meeting hosts. If the arrangement of the seats are properly marked with respect to hierarchy every guest from top to lower hierarchy will find their way easy to be seated, which creates a healthy impression by and for the host. There are numerous pros in design the best seating arrangement like;
Dispersing a positive attitude of the hosts towards the meeting
Creating an impression that the sincere and prudent effort has been made by the hosts of the meeting towards reception of the guests and make them feel at home.
Presenting that the meetings hosts have put up their concerted efforts in setting the seats for the participants for enhancing the congenial environments between the meeting attendees.
Hence in short, the meeting rooms’ layout may be of many styles which may be theater, Boardroom, U-shaped, Classroom, Banquet or cabaret styled. Whatever the style is appropriated for the meeting, its finalization rests with the top management like CEOs or VPs who communicated this to event management. Successful meetings are termed as successful with respect to all parties’ point of view, if they are held in meeting rooms of excellent seating arrangements which will speak up the mannerism in which the cateringneeds of the meeting invitees are fulfilled.