Corporate Event Planning: Set the Room for a Great Show

Setting up a hotel conference room or ballroom for a successful live entertainment performance requires some pre-event planning and coordination with your event planner. It is time well spent, however, since common setup mistakes can very easily put your entertainer or speaker at a disadvantage before the show even begins.

We have seen many top speakers and comedians struggle in corporate event settings where the stage setup did not allow them to deliver their best possible performance. Many artists will provide a setup rider with their preferred performance setup. If they do provide one, try to follow it as closely as possible. A rider will outline exactly what you need to do to help create a performance environment that will help you get what you paid for — a great show!

If you are not provided with a rider, there are still things you can do to help guarantee the success of your event entertainment. The following suggestions are easy to implement and can dramatically increase the enjoyment of the entertainment at your next conference, meeting, or dinner.

Performance Area Setup

• A wall or screen behind the performer, so that nobody may walk behind them
• Plan a space for the audience to sit between "10 and 2" on an imaginary clock — in other words, no one behind the performer or to his direct sides
• The performance area should be at least 8' x 4', uncluttered, and sufficiently lit
• Allow a space of 6 feet between the performance area and where the audience sits
• An electrical outlet or powered, grounded extension cord within twenty feet of the performance space

Seat the Audience Close to the Action

Probably the most common mistake corporate event planners make is putting the stage too far away from the audience. A dance floor or any large empty space between the audience and the stage creates an instant invisible barrier between the presenter and the audience. It can be very hard for a presenter — no matter how engaging they may be — to close this gap and fully connect with an audience.

When setting up the room, arrange the stage area so the audience is as close as possible to the stage. We always suggest that clients start their first row of tables or chairs about 12 feet from the front of the stage. This puts the audience close while still allowing room for servers to reach the tables if a meal is being served before the performance.

If your event is very large, video screens with live camera feeds of the performance can help make a big room feel smaller and give more of the audience the feel of being up close.

The Dance Floor Problem

Sometimes, if it is absolutely unavoidable to have a dance floor in front of the stage, the venue will set up chairs in theater-style seating on the dance floor. This is a great idea — if people actually fill up the chairs. If you give people the option to move up to seats on a dance floor or stay at their tables, they will stay at their tables 99% of the time.

If you are going to put chairs on the dance floor, you should have enough chairs for everyone. Then don't give them the option to move:

"We now need everyone to please find a seat on the dance floor so we can get started with the second half of our evening. We do need everyone to move up, as the servers need the tables cleared."

Keep the Audience Together

In addition to keeping the audience close to the performance, you also want to keep them close together. People laugh out loud more and applaud more when they are in large groups and in close proximity to one another. Laughter, applause, and excitement are contagious.

The best way to encourage your audience to sit together is to only have enough seats for the number of people attending. Many event planners try to "fill" a big room by putting up way too many extra tables and chairs. In reality, all the empty chairs end up making the room — and your event — seem smaller.

Pro tip: If you are not sure how many people will show up, put "RESERVED" signs on the back half of the room to gently force people to sit together up front. You can then remove signs and open up tables if needed. A row of empty tables in the back will be far less noticeable than a room full of half-full tables.

Make Sure the Audience Can See the Show

It may seem obvious, but the audience should be able to see what is happening on the stage. Many times event planners don't realize there is a problem until it is too late to correct it.

Common sightline killers:

• Pillars or supports — make note of any potential obstructions as you consider event spaces and begin planning your room layout
• Tall centerpieces — big, showy centerpieces easily block the view of the stage for 50% or more of the audience. If you must have a centerpiece, keep them short. This also makes table conversation easier for your guests.
• Poor stage lighting — the stage area should be as bright as possible during the show. Stage lighting or spotlights are always the best option. If stage lighting is not available, turn up the room lighting over the stage during the entertainment portion of your evening.

If you have questions about whether certain parts of the audience will be able to see the stage, take a moment to sit at the tables in question and see for yourself. Try to do this early in the room setup, when you still have time to move tables, adjust centerpieces, or rearrange decorations.

Have a Great Event

Most event managers at conference centers and banquet facilities will be more than happy to work with you to plan a room setup that works for the entertainment, meal, and any other activities happening at your event.

These tips are not just for hiring professional entertainment — the setup suggestions can be easily implemented for your next company awards dinner, sales meeting, or your CEO's big speech at your holiday party. You are almost certain to find that your audience will be more engaged and excited about the presentations.

Ready to book entertainment that will make the most of your perfectly set room? Contact Robert Berry to check availability and get a custom quote.