Seating Arrangement Ideas: 7 Floor Layouts Guaranteed to Keep Them in Their Seats
EVENT INDUSTRY, TIPS & TRICKS
Apart from the conference venue itself and the d cor, the lay-out of a meeting room will be the first impression attendees get. It will help to color their judgment of quality event management, their thoughts on originality and comfort as well as set their mood. Below, we have picked a few innovative set-ups for event seating arrangements which can lend the right blend of work and whimsy to your conferences.
Boardroom Style
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Based on crowd size and space available, getting in some walnut wood meeting tables and some comfortable swivel chairs will get everyone in the perfect mood to get business done.
Low Cocktail Rounds Style
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There is a real tendency among conference organizers to try and bring a touch of glitz to their events. This event seating arrangement plays right into their hands. Round tables and high-backed chairs provide an intimate and secretive feeling, perfect for a round of executive networking.
Cabaret Style Seating
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For any conference organizer looking to maximize space for an audience to move around during a performance or entertainment of any kind, the cabaret style seating offers room to breathe while being an instant classic.
Eyebrow Pattern
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The ideal formation for people to view a video presentation or corporate film while still remaining able to engage with each other without having to move around.
Lounge Seating
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Another low-key setting tailored to award ceremonies or any events where audience participation is required.
Pod Seating
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Best-suited to team-building exercises or group networking sessions, the pod seating creates a sense of conviviality among guests while also allowing for space to communicate between tables.
Classroom Style
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Sometimes dismissed as too uptight, the classroom style triggers a Pavlovian response deep in the occipital, making attendees to any corporate training docile and ready to learn.
Some of the Event Industry s Most Unique Bookable Artists
EVENT INDUSTRY
You remember when you were in high school, and people used to ask you what you wanted to do for living, and you could only really think in terms of the major job groups you d heard of? Lawyer, doctor, astronaut. And then you graduated, and suddenly you meet people with jobs like user experience researcher and grant writer and you wonder how those people even knew those job titles existed. Event artists are kinda like that. Auctioneer? Really? That s a thing I can hire?
Vanessa Thanos, Auctioneer
Yes, that is a thing you can hire. Man, some of these guys get into auctioneering as a side gig, something to fill the holes between bit parts on network TV. Not Vanessa, though. Vanessa is auction-specific. She is full-on, 100{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} auction-dedicated. Starting out her career on her parent s Christmas tree farm, this lady has intered at Christie s in Beverly Hills and Sotheby s, and is a graduate of the Missouri Auction School (that s a thing, too), and a member of the National Auctioneers Association. She will get your fundraising benefit stuff sold, by jove.
Mystery Productions, Acrobats
No mucking around here: this is one of the top event performance troupes in the United States. You need someone to do aerial rope dancing? Check. How about someone to hang upside down from the chandeliers and wiggle around in a leotard? Done. Belly dancers? Fire eaters? Insane Venetian costumes? Yup, yup and yup.
Dan Meyer, Sword Swallower
Dan Meyer thinks swords are super delicious. And he s not picky: this guy ll nosh down on daggers, light sabers, rapiers, broadswords, multiple swords at the same he ll do it in front of anyone, anytime, anywhere. On top of fairs and festival bookings, Dan has also done some motivational TEDx talks, underlining just how possible the impossible can be.
Dan Clairmont, Square Dance Caller & Instructor
No, silly, you can t have any old jerk up there yelling do-si-do your partner round over and over. You need a guy with line dancing experience. A guy in a real cowboy hat who can give the whole thing some authenticity, get the first timers pointed in the right direction, and make the shy ladies at the back join in.
Travis Allen, Elvis Impersonator
Sometimes, there s nothing for it: you just need The King. And when you need The King, you call Travis. Travel Allen is one of the most booked Elvis acts on Gigmasters, specializing in Young Elvis, and has some heavy entertainment credentials. Based in Las Vegas (naturally), Travis is also available for travel.
America s Finest Estates for Corporate Events: Six of the Best
EVENT INDUSTRY, TIPS & TRICKS
For a country falsely rumored as having only a little history, the range of architecture displayed in America s estates is pretty staggering. From Louis XIV-style palaces to Tudor homes and Southern mansions, the US offers event managers some wonderful, lavish environments for upscale events. These are just some of our favorite estates that provide a real mixture of charming authenticity and originality.
Oheka Castle
Built by financier Otto Kahn near the Hamptons in New Jersey, Oheka Castle might make passers-by imagine they ve been teleported to Versailles. Its gloriously maintained European gardens are perfect for a post-dinner amble. The inspiration for the Great Gatsby s mansion in the recently released movie, Oheka Castle figures among the cr me de la cr me of estates for hire in America.
Abbey Estate
The Abbey Estate in Montecito, California knows its own worth, selling itself as the best place for weddings and corporate events in the state. Commanding amazing views of the surrounding countryside, the stately home, complete with ivory columns, lend an atmosphere of real flair and class.
Meadowood
Spread over 250 acres of land in California s Napa Valley, the stunning Meadowood resort has refined hosting luxury events to an art form. Catering to up to 250 guests, Meadowood can handle much of the legwork for event organization, offering activities from golf and tennis to a spa and wine classes.
Briarhurst Manor
Briarhurst Manor blends old mountain homeliness with lavish attention to comfort. Located in Manitou Springs, Colorado, and named among America s Top 50 Romantic Restaurants by Open Table, Broadhurst prides itself on creating the perfect atmosphere for everything from fundraisers to company trainings and even murder mystery dinners.
Castle Ladyhawke Estate
Apparently, this castle was not named for the awful Michelle Pfeiffer fantasy movie of the same name. The Ladyhawke Estate has authentically rebuilt a Scottish castle in the lap of the Tuckasegee River in North Carolina. Allowing a true fairytale setting for the more whimsical among you, it even contains a medieval village. Be warned though, alcohol is not provided.
Paradise Point at Kailua Bay
A corporate retreat to Hawaii? One of President Obama s favorite holiday sports? What s not to like? Nuzzled by crystalline waters lapping at its doorstep, the beauty of this Paradise Point resort cannot be accurately conveyed in photographs. Tired of cardboard cut-out conference centers all scraping to put together a good time? This will blow them out of the water.
Throwback Thursday: 6 Incredible Vintage Crowd Shots from Large-Scale Events
EVENT INDUSTRY
Event managers respect a sizable crowd the way survivalists respect a rattlesnake treat it firmly, but don t scare it, and don t get complacent, or it might sink two inches of fang into your leg. In wrangling large-scale events we depend heavily on the help of technology can you imagine dealing with this kind of turnout without the help of mobile phones, walkie-talkies, computerized ticketing?
Staring at these pics, we re faced with bazillions of unanswered logistics questions about historical events. How did advanced ticketing work, and could you get another set of tickets if you d lost yours? Were newspapers and posters the only way to promote your event, and if so, how much did it cost to print and distribute them? And is there such a thing as a turn-of-the-century Porta-potty?
Spectators
This incredible panorama is far too wide to be shown clearly in this narrow space go here to see the full picture. Created in 1919 by Charles F. Allen, this picture shows thousands up thousands of attendees gathered to watch a boxing match.
Soldiers
We don t know very much about this striking image, except that it was estimated to be taken in 1942, near the start of WWII. The source of the picture is telling: it was provided to the Library of Congress by the U.S. Army s Office of War Information, Overseas Picture Division.
Citizens
The multitudes gather outside the White House for the 1921 U.S. presidential inauguration of Warren G. Harding.
More Citizens
Here s another presidential shot from a little further down the line: Herbert Hoover in 1932.
Patriots
In this 1918 picture, Douglas Fairbanks, a popular movie star at the time, speaks on the steps of the U.S. Treasury Building in New York city in support of Liberty Bonds.
Sports Fans
A whole lot of people took themselves out to the ballgame at the 1925 World Series, where the Pittsburgh Pirates beat out the Washington Senators.
Look Behind You, Mr. President: 5 Examples of Political Campaign Event Backdrops
CAMPAIGN, EVENT INDUSTRY, LIVE EVENTS, POLITICAL
2012 Democratic National Convention
Campaign and Convention event production in American presidential races revolves around key themes that nobody ever strays too far from. In terms of substance, candidates may be far apart, but for style- flag and country are mainstays on both sides.
Let s take a look at the set design of the 2012 Democratic National Convention. This is actually a nifty piece of political event management. When the cameras are zeroed in on speakers, the backdrop of American flags is all the cameras will pick up. However, when zoomed out, the Obama campaign logo is placed at the center of an array of American icons such as the Statue of Liberty and Mount Rushmore. The presence of the Washington Monument may not have helped the Democrats shake their inside-the-Beltway reputation, but all in all, a very solid piece from the team at Tribe, Inc. They are a mainstay for the DNC production design, as well as a ton of top tier concert and event design (SuperBowl, Ultra Music Fest, Etc).
2012 Republican National Convention
Another example of political campaign production gone right. The message here could initially seem far more direct. An American flag takes up the entirety of screens that make up the set, reinforcing the GOP s patriotic credo. But look closer and you will see the entryway beneath which speakers enter and exit. The entire ensemble has the air of a modern-day Roman archway, adding a subdued but powerful Hail to the Chief touch. This set was developed by the design team at Jack Morton, and was a great pairing of warm wood material and cutting edge video production.
Brazilian President Dilma Rousseff Campaign Event
Brazilian President Dilma Rousseff is in a tough spot as she runs for re-election. She first won by riding on the coattails of former President Lula, who stepped down with 80{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} approval ratings. Dilma has not maintained these levels of support, with accusations of corruption culminating in nationwide protests earlier this summer. But her political campaign this year has seen her reinvent herself in just the right way. By holding this sort of street campaign event, she maintains a leadership image while rebranding herself as regular folks . The use of just her first name and her face are enough to draw a connection to voters in Brazil who like to feel their leaders are not above them.
China s Politburo Standing Committee
How aptly named is the Standing Committee? This was how the Communist Party of China chose to introduce 1.4 billion people to their new leaders. While the CPC has never been known for its sense of political flair, this was actually a very finely crafted performance. It showed the world a unity of leadership and promised a continuation of political strategic planning, warning reformers that a break with traditions of the past was not on the cards. And get a load of that traditional Chinese art on the backdrop: a majestic touch of cultural heritage.
Marine Le Pen, Front National Campaign Event
A simple political message is easy to reinforce with a simple political image. While the policies of Marine Le Pen, leader of the French extreme right Front National, may seem repugnant, her populist image and firebrand rhetoric have galvanized millions. A campaign event backdrop of French flags and the Eiffel Tower rising into the sky are all she needs to hammer home the anchor of her political campaign image: she is Marianne 2.0, the revolutionary emblem of France reborn.
Marketing Stunts that Actually Work
EVENT INDUSTRY
You re always putting yourself at at least marginal risk when you decide to pull a promotional marketing stunt, and the more over-the-edge the stunt, the truer that can be. It s hard to be 100{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} sure that in-your-face marketing stunts won t backfire in a lot of complaints (at best) or (at worst) a lawsuit. But these companies have managed to still pull of some crazy publicity stunts while still hitting all the right notes.
North Face Korea
North Face took their Korean customers on an extreme shopping expedition when unsuspecting buyers had the floor drop out from under them (literally):
This one walks a fine line. You ll notice that all of the customers are young, fit and look active no children or seniors. We imagine that customers chosen to participate in this have to be carefully selected and presumed to be capable of a little rock climbing before the switch was flipped.
TNT Belgium
TNT s Push Button to Add Drama campaign is a fantastic example of shock-value marketing that is unlikely to get anyone hurt or fired. They added a little mystery and excitement to the day in a way that s sure to get everyone nearby talking without causing physical discomfort, embarrassing anyone, or making anyone angry. Hits all the right notes:
Carrie
You d expect that a marketing stunt for a horror movie would include a high level of scare factor. The makers of Carrie completely rigged out a New York City coffee shop with floor-to-ceiling special effects equipment, and customers were treated to a telekinetic surprise:
New Department of Transportation Regulations for Mobile Tours
EVENT INDUSTRY
We love mobile tours around here and have been part of quite a few over the years. Mobile Tours, for the uninitiated, are essentially traveling events and can take on many forms and involve many different type of vehicles, including tour coaches, equipment transport, buses, food trucks, custom fabricated vehicles, SUVs and trailers the whole deal.
That being so, many of the Department of Transportation (D.O.T.) regulations that govern mobile tours can be confusing, and we wanted to take the opportunity to pass along a few of these important rules for a safe mobile tour. If you re considering hiring a mobile tour operator yourself, it s best to check that they re familiar with the current regulations.
Is your tour subject to the regulations?
Most of the tours that we produce are subject to D.O.T regulations. While there are operators out there that disregard this, it is important for you to understand if your tour is subject to these regulations. If your tour includes the operation of any single vehicle, or combination of vehicles (truck & trailer) that weigh in excess of 10,000 pounds moving across state lines while conducting commercial operations, you will need a D.O.T. number, and will need to comply with all applicable Federal Motor Carrier Regulations. The penalties for non-compliance can get pretty nasty.
Custom cookie truck for the Doubletree by Hilton mobile tour
Hours Of Service
Hours of Service refers to the maximum number of hours a professional driver can work in any given week, for how many consecutive days, and how many rest periods are required. The regulations also make a distinction between drivers that are carrying property, and drivers that are carrying passengers.
Hours of Service is one of the most important safety factors on tour, and this is by far the most abused and disregarded element of all the regulations. This is particularly important for mobile tour producers to know, as the Hours of Service regulation applies not only to driving hours worked by the driver, but any additional hours worked by a driver on non-driving tasks. We understand that on most mobile tours, the driver is typically involved in the setup and production of the event, and we know those hours add up fast, so it s important to keep a strict eye on
Keeping correct Hours of Service is a process that begins in the route planning phase, making sure that the tour stops are spread out enough to be able to comply with the rules. On July 1, 2013 the regulations regarding drivers work hours changed for the first time since 2003. The changes reduced the amount of time a driver can work in a 7-day week and also defined egregious violations of maximum driving time which now call for the maximum civil penalties for violators (this could include jail time for company owners that permit or allow violations to occur).
11 Hour Driving Limit: A Driver can only drive a max of 11 hours after 10
off duty
14 Hour Limit: A driver may not drive after they reach 14 hours. This includes the time the driver is used to set up and tear down a mobile tour.
60/70 Hour On Duty Limit: A driver may not drive after 60/70 hours in 7/8 consecutive days. The 34 hour reset may only be used once per week and needs to include (2) 1am-5am overnights.
You can download the official info sheet below for basic reference. Please use the FMCSA rules in their entirety for the details necessary to operate.
Download New Regulations (PDF)
More things to keep in mind
Driver Qualification Files
DQFs must be completed and on hand at the tour operator s location. These files must include background checks, driving records, medical certificates, drug screens and more.
Vehicles & Maintenance Records
Check that your tour operators and tour producer are completing their daily vehicle inspections, and that they have proof that certain repairs were performed by a qualified repairman (and yes, the regulations define how a repairman is qualified). Other requirements include fire extinguishers, warning triangles, and other safety gear.
Proof of Insurance
Ya gotta have insurance! But not only must the tour operator maintain a certain level of financial responsibility, the coverage must be registered with the Federal Motor Carrier Safety Administration Licensing & Insurance Division (talk to these guys) and the evidence of coverage must be shown on a specific form called the MCS-90.
And they re gonna check that you re doing what you say you re doing, too. The Federal Motor Carrier Safety Administration also conducts new entrant compliance audits within 18 months of obtaining your D.O.T. number. Audits can also be conducted for other reasons, like when problems are found during roadside inspections.
Companies must be able to prove they have an effective set of policies and procedures which promote compliance otherwise they can face fines in excess of $11,000 per violation.
The best approach is to remember the old adage an ounce of prevention is worth a pound of cure . Take the time to be sure both your operation and your agency is within the regulatory guidelines and you can rest a little easier and pay more attention to your customers.
Some Considerations to Make Sure Your Event is Accessible to the Elderly and Differently-Abled
EVENT INDUSTRY
Let s be honest: most events don t check off every point on this list due to cost restrictions, but the more that you can tackle, the more considerate your event planning becomes. Naturally, the bigger the event and the broader your audience, the more vital accessibility is, and you shouldn t rely on the venue to ensure easy-access.
Duh: Verify Wheelchair Access
Double check that the primary entrance to your event is wheelchair accessible. If it s not, place clear signs near the primary entrance that indicate where the alternative wheelchair accessible entrance is located.
Check table heights and spacing
If circular or grouped seating is a feature of your space, ensure that there s enough room between tables to roll a wheelchair, and that tables are not too low. Some types of tables also cause discomfort or crowding due to the spacing or placement of table legs. If there s a seated stage-facing component, set aside a little front-row space for wheelchair seating, if possible.
Sacramento State has helpfully published a list of accessibility measurements:
Table height: 28 -34 from floor to top of table. If you must have some foods or information placed higher than 34 , be sure that at least a portion of such foods and information are available at the lower level.
Aisles: At least 36 wide for maneuverability, and up to 44 wide if goods/services are available on both sides of an aisle. There should also be at least 36 from the tables to the wall behind if guests will be seated at the tables.
Knee space: 27 from floor to bottom of table, if guests will be using tables for eating, writing, interviewing, receiving services, etc.
Cables: Covers should be used over electrical cables or cords that must cross over aisles or pathways. Cable covers should be no more than 1/2 thick in order for wheelchairs to traverse across them.
Event Signage Placement and Design
Review event signage to make sure that text size is large enough and font choices are clear enough that people with mild visual impairments can still make them out. Consider placing Braille lettering on important signage, and ensure that venue elevators and other location signage is written in Braille as well.
Website Color Contrast
Check with your web designer to ensure that that the color contrast and text sizes on the primary event website meet WCAG guidelines to ensure clarity for those with vision impairment.
Verify Restrooms
Verify that venue restrooms are wheelchair accessible, with at least one fully-equipped stall.
Video
Consider offering closed captioning when videos will be shown as an event component.
How to Screen Celebrity Speakers: Booking Tips for Your Event
EVENT INDUSTRY, TIPS & TRICKS
It s a tough wake-up call for readers of Perez Hilton or the Daily Mail: all those famous people who make headlines and sell newspapers don t always make engaging speakers at events. Sure, big names are great at getting butts in seats, but it s easy to forget that expertise or fame doesn t necessarily relate to engaging stage presence unless the celebrity is familiar and comfortable with the in-front-of-a-podium format. Here are a few things to remember when booking a celebrity guest at your event.
Run their talk through an approval process (just like everyone else)
Most conference planners would blanch at the idea of a keynote speaker being allowed to go on stage without casting a glance at their presentation materials, and without making sure the speech fits into the theme of the event as a whole. This should not change if your speaker has a face known to millions ask to see the goods before anyone takes the stage.
They re on the clock too
Celebrity speakers are often hired to appear at dozens of various conferences and events, and one can easily blur into the next. To ensure your to-do is not seen as yet another payday, ask your celebrity speaker to spend some time discussing how you can best tailor their speech and presence to your event s needs you deserve it.
A performer does not always a speaker make
You wouldn t ask an air-conditioning repair guy to fix your fridge. Same deal here: Well-known news anchors, singers, actors and media personalities may be dynamic on screen or on the air, doing what they love best, but that magnetism many not translate when facing a rapt audience of strangers. They may not have experience writing their own material, or they may be used to another performance format that bears little resemblance to public speaking. Similarly, famous subject experts may really know their stuff, but may not be used to explaining it or discussing it with laymen.
If possible, look to book celebrities with speaking experience. While booking agencies can get you the talent, it is important to utilize YouTube and other social networks to search for videos and examples of past speeches, if any, for a preview of what you can expect.
Michael Douglas could make a killing if he appears as Gordon Gekko
Give them a safety net
Some celebrity speakers, particularly on the political lecture circuit, just have it. From a lifetime of media training, they can take the mic in any packed conference room and deliver a speech that will enthuse and motivate a crowd at an annual meeting for chartered accountants. Others do not. If an event manager feels that their speaker will flounder alone, arranging to have them as the guest star in a panel discussion may be the best solution. This allows them to shine in specific moments, giving the audience their money s worth while taking away much of the pressure.
Screen for (and do your best to accommodate) divas
In addition to appearance fees, many celebrities will provide a sheet of requests called a rider , a list of additional instructions for everything from which snacks they d prefer to have available in the green room, to, in Kanye s case, requiring all chauffeurs to wear 100{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} cotton fabrics. It s a good idea to get your hands on a rider before the booking actually occurs. If someone is going to require seven bottles of Dom in the green room, it ll be good to know that as early as possible.
Where to find some celebs!
APB: Speakers International A large listing of A-list speakers, including sample speaking topics, videos and biographies.
WSB: Washington Speakers Bureau The Washington Speakers Bureau brings audiences quality speakers and experts whose ideas are changing the face of business and inspiring the world.
Booking Entertainment A large agency with some great names
3 Innovative Ways to Find and Book Cool Speakers for Any Event
EVENT INDUSTRY
We re not gonna waste your time, here: no one needs to tell you how to Google how to find speakers for your event . And doing that will turn up all the basics: databases of speaking professionals (Gigmaster!), speakers associations, blah blah blah. But there are plenty of fascinating, confident, articlate people that don t speak for a living and are outside . Here a few unique ideas on how to find and connect with them.
Look up Inventors on Kickstarter
There are a lot of very interesting people in the world who are driven to create very interesting things. And interesting people know that they have a strong chance of funding their good ideas on Kickstarter. We re gonna go out on a limb here and say that every one of those people is a potential event speaker. Since Kickstarter is geared towards helping potential funders find projects that they re inspired to support, the site is segmented by categories dare we say topics? making it easy to narrow down a list of people who might add some spice to your event would, in fact, probably welcome the opportunity to promote whatever they re working on. Plus, many Kickstarter inventors and creatives make videos in which they explain their projects, so you can get a sense of how well they string a few words together.
Search for Speeches on Slideshare
If someone s got a speech on Slideshare, it means they ve already spoken in front of a group of people, and may be willing to do so again. It doesn t necessarily mean they re good at it, but the upshot here is that you can preview their speech before you even contact them, and get a pretty solid idea what the content would be like.
Hire a Consultant or Bureau
Companies like The Speaker Group specialize in having a wide body of speaker resources at their disposal, and they can help you nail someone down. Needless to say, this is a great option if you have a budget, need to find multiple speakers or don t have the time to suss out the right fit.