Seating options for the next event - the 10 seating varieties you should know

A jam-packed room is every event planner’s dream. The right form or type of seating has a great influence on how "full" a room appears in the end.

We’re also using this as an opportunity to present the basics of event seating in more detail. This will allow you to better plan your next event and know what you should be aware of when arranging seating for every kind of event.

Rows of chairs is a classic for lectures or conferences, specially in a plenary sessions. You can plan 60-70 cm between the back of the seat and front of the seat behind it.

Of course, more is also possible, depending on the space available. If the distance between the rows is greater, a large room will look fuller more quickly than if the distances are smaller and the last rows remain empty.

Theatre seating as alternative

A variant of row seating is theater seating in which the rows are staggered to allow for a better view of the stage.

Pros & Cons for rows of chairs

Pros:

• Maximum use of the capacity of a meeting room
• Higher volume of delegates per room at less cost
• Good line of sight to the stage area

Cons:

• Few options for interactivity between delegates
• Poor sight of the stage and speakers at long halls
• Less atmosphere when ceiling hight is to low

Synonyms are: Rows of chairs, Theatre style, Cinema style

This type of seating is also known as “parlament style” and is well suited for seminars and conferences – ideal for keeping drinks or documents ready on the tables. Also Laptops can be used easier as power plugs can be set up under the tables. Even power, microphones and more can be installed quite easily with this seating version.

The advantages and disadvantages of classroom style seating

Pros:

• Delegates can use tables for taking notes and laptops
• Easy installation of microphones and power plugs
• More space and leg room for delegates
• Ideal for working classes
• Room looks quickly filled

Cons:

• You need a larger hall as tables need space
• Larger halls are usually at a higher cost
• Still less interaction options for the audience
• Smaller number of persons possible (compared to the theatre style seating)

Banquet seating is well-suited for gala events, formal dinners, award ceremonies and also workshops. Interaction between guests is encouraged and team-work or break-outs are also possible, too. The disadvantage, however, is that some participants will have to turn around to view the stage, which can be uncomfortable during longer sessions.

Some Locations in Salzburg offer oval tables, that take less space, but still look elegant and can seat the same amount of guests.

Pros and Cons of Banqueting style seating

Pros:

• Ideal for elegant event concepts
• Usef for more formal occasions
• Round tables offer more space for decoration
• Great for workshops as round tables have enough space for flip chart papers etc.
• Think about oval shapes of tables to better use the halls' capacity

Cons:

• Not all delegates do see the stage unless cabaret seating
• Less interactivity as guests can only speak to their seatmate
• Need of larger meeting spaces
• Cost for decoration, table linen and seat covers for galas

This type of seating is also often referred to as gala dinner seating.

More interactive: Cabaret style seating

Cabaret seating is a special form in which the stage facing side does not have any seats. This allows the guests to have a clear view of the stage while being seated around the table – ideal for group work. Especially for conferences, this is a great way to work interactively. The perfect event seating, however, the number of people must be somewhat reduced so that all guests have a clear line of sight to the stage.

Similar to parliamentarian seating, this arrangement has guests sitting at tables that are positioned diagonally to the stage. This allows for better interaction between speakers or moderators, although it does take up a lot of space.

But remember to maintain at least one meter of space between people at all times with this seating arrangement as well.

The advantages & disadvantages of herringbone seating

Advantages

•     Participants have writing and storage space
•     Easier installation of microphones or Strobl in the rows
•     More space for the participant than with cinema seating, row seating or theatre seating
•     Room appears quickly filled

Disadvantages

•     High space consumption  
•     Larger conference rooms are more cost-intensive
•     Smaller number of people possible

This variant is perfect for meetings and smaller conferences, especially of boards or committees. The term "board meetings" refers to the board of directors. Rectangular tables are equipped with armchairs all around.

Pros of board room style:

• Ideal for smaller meetings
• Physical proximity between delegates keeps psycological proximity between participants
• Less hierarchy and good for negotiations
• Space for laptops and to take notes

Cons of board room style:

• Block needs to be wider the longer it is so everybody can see everyone at the table
• Swivel chairs are ideal, but not every venue offers them
• Not ideal for larger audiences

Alternatively carré seating or hollow square presents the tables in a square; however, the middle is kept empty and delegates have more space for a larger sight of all participants. You might now this from political or VIP conferences, like summits. For international high end conferences this meeting room set up can play an important role.

This set-up involves arranging rectangular tables to create a "U-Shape". The speaker can move freely in the center of this arrangement – making it ideal for workshops, presentations or debates in order to guarantee free sight from one to another person in the room.

This arrangement is also very interactive but can become uncomfortable for some participants that sit along the sides. Many trainers prefer the U-shape just with chairs and no tables.

Pros of U-Shape:

• Interactive and communicative
• Better sight for every participant
• Flexible use of meeting room when you leave out the tables

Cons:

• Sometimes unconvenient for delegates seated at the side of the "U"
• More meeting space required

The good old networking. At a standing reception, larger groups can gather without having to sit down at a table. Standing tables or rectangular poser tables are often used here. More and more event planners combine seating options so guests can switch between standing, bar stools, sofas and coffee house tables.

Of course, this also depends on how long such a standing reception lasts. A standing reception is also suitable, for example, as a kick-off to an event to make contacts in advance. A standing reception is also suitable during breaks or at the end of a conference to toast and have a snack.

This set up involves conversation partners that are first selected and then seated at a round table with moderators. Usually there is a group of delegates that are together and walk from table to table. Each table can deal with certain aspects or topics of the conference.

The discussion rounds change according to a set schedule, for example every 20 to 45 minutes. The participants then continue to the next table and the moderators stay at their original tables. The advantages include a high level of interaction at the tables, a varied format, and the participants discovering many new perspectives on a variety of questions or topics.

Pros of World Cafe:

• High interaction rate
• Many topics in a shorter time frame
• Different aspects and views from many people

Cons:

• Delegates are can not leave their "table group"
• Organisation is a little more complex and requires explanation to delegates

The fishbowl arrangement has 4-5 people sitting in an inner circle, surrounded by the audience, also seated in a circle around the bowl. The idea is that everyone can participate in the discussion but doesn’t necessarily have to. Whoever wants to participate can take a seat in the inner circle – but someone will need to leave in order to free up the seat.

Listeners from the outside can raise their hand or just stand up and walk inside the bowls, asking one of the current participants to leave. Also the moderator can decide and controll the situation, depending on the rules that exist for the session.

The fishbowl is – just like the World Café and the bar camp – less a seating arrangement than a complete event format. It encourages “quiet” participants to speak up. Hierarchies do not play a major role. The danger, however, is that there are some people who talk a lot that will not want to leave the inner circle.

Pros for a Fishbowl session:

• Promotes communication and different perspectives
• Very democratic and participatory format
• Less hierarchy for delegates as everyone is in the same circle

Cons of a fish bowl session:

• Extremly challenging for the moderator
• Hot topics can quickly escalate
• Higher need of space but often better output after the session

Bar camps, also known as “non-conferences,” are conferences without a predetermined schedule or plan. There are no predetermined speakers. Every participant can suggest subjects and sessions at the beginning that are then voted on. This allows everyone to become a lecturer or moderator – a touch of anarchy accompanies this concept and its supporters can be found especially in the digital business and start-up scene.

For such a free, creative format, flexible seating arrangements are required. This can be a seating circle with a flip chart or, additionally, a lecture room with classic row seating. Flexible seating concepts, such as seating cubes that can be moved according to the situation, are popular.

Barcamps can also be conducted digitally, e.g. via tools such as Zoom, Teams, Zoho Meetings or Hopin. Barcamps are therefore also ideal for teams that are located in different places.

We are happy to assist you free of charge and objectively with the planning of your event in Salzburg and Salzburger Land. Together we can consider which seating formats are best suited to your event goals and how they can be optimally realised.

We look forward to a call or email to team@meetsalzburg.com and will be happy to help you and support you in choosing the right seating option, location and supporting programme for your event.