What will participants see when they walk into the room? Is it ok to hang posters on the walls? Check that the masking tape you’ll be using doesn’t ruin the plaster, nor your markers leave blue and red splotches on the walls if someone decides to write directly on a poster rather than on the sticky-notes!įacilitators typically ask for access to a workshop space at least one hour before the start time.For more on the specific requirements of hybrid events, see our dedicated guide. This is even more true in case of hybrid workshops, where you expect interaction between online and in-real-life participants. What are the acoustics like in the room? Many conference spaces are not designed to keep in mind the possibility of many participants talking at the same time.Where will participants go for small-group activities? Ideally, it should be possible for everyone to work comfortably without going so far that they can no longer see or hear the facilitators!.Slides? Flipcharts? Video conferencing? Make sure all participants have an unobstructed view of the visuals so that they don’t need to twist and turn to see the visuals. What type of visuals do you plan to use.Will participants need to use laptops, or have note taking/sketching space?.Will the seating arrangement need to be changed during the session? If yes, avoid using a place where tables are fixed to the ground.Here are some of the things a workshop leader will pay special attention to when it comes to room setup: If you want to know more about what makes a workshop tick, and how these events are different from meetings and conferences, you can read a full introduction here. Workshops typically involve hands-on activities, facilitation techniques, group discussions, simulations, and collaborative exercises, which allow participants to explore, ideate, and participate in achieving their desired outcomes.īecause of their highly participatory nature, workshops deserve extra attention when organizing seating and setting up the space. In her practical manual The Workshop Book, Pamela Hamilton states: “If the workshop is taking place in the same room where you have other meetings, the room itself will keep people in old thinking habits”. What is the best room setup for workshops? Hosting a conference on water management by the banks of a river, a future scenarios workshop on a theatre stage or an open space day dedicated to the future of work inside an abandoned factory are all true-life examples of exceptional settings for memorable events. A room setup that echoes the topics of the day is a guaranteed way of making your day memorable.A surprising room arrangement is a powerful way of shaking people out of consolidated habits and opening their minds to new experiences, ideas and opportunities.The type of room setup, as we will see in further detail below, will immediately communicate to participants what is expected of them in terms of more or less active participation.If participants need to go around the building, down a flight of stairs and across a corridor to reach a cafeteria or toilette, you cannot expect a quick break to last 5 minutes. Timing of breaks will also change based on the location.Moving around in order, for example, to do Impromptu Networking, a favorite Liberating Structures method to start an event, may be impossible in an auditorium. Location arrangements will determine what activities you can and cannot lead.The Youth Disability Advocacy Services has a great infographic you can refer to for more insight on inclusive spaces. Consider whether your participants require accessible spaces, and how they will reach the space (e.g. Meeting room setup will determine accessibility.Let’s review some of the main reasons why room setup is important for event design: Room layout and other conditions determined by the location will determine some of your event choices. Facilitating in weird locations: what can you do? Why room layout is importantĭeciding where to host an event, conference or workshop is an essential step in its planning and design.
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