The success of a seminar may lie mostly on the quality of the speaker, but a comfortable and well-equipped room can also make a lot of difference.
When it comes to preparing for an upcoming seminar, sourcing for a suitable venue is just the first step. To create a conducive environment for your seminar, conference, or workshop, there are further things you can do to bring your venue up to mark.
That’s where these tips will come in handy to turn any seminar room rental into the ideal conference venue for your needs.
1. Plan the seating arrangement
Consider the layout and seating arrangement that’s best for your event. If going for a more seminar or lecture-style arrangement, the seating should all face the front. If there will be discussion, hands-on, and group-based activities, seating in cluster arrangement will be more ideal.
You will also want to take into account whether there is a need for tables. Keep in mind that tables will be helpful if you anticipate that participants will want to take notes. However, to accommodate more people in a room, doing away with tables will offer you more space to work with.
2. Leave space for getting around
While planning where to place all the seats (and tables, if any) in the room, don’t forget to leave sufficient space for participants to walk around the room. You might be tempted to fill the room to the brim to fit in more participants, but that will only lead to a crowded room that might feel too suffocating. A good rule of thumb is to make sure that you can get to every seat comfortably.
3. Test and set up AV equipment early
A big cause of delays in seminars and conferences are ‘technical delays’ caused by malfunctioning or unprepared AV equipment. As the organiser, you don’t want to make your participants wait unnecessarily and waste the time they took to come to your event. So, making sure the AV equipment works well and setting it up before the event is of paramount importance.
If you’ve opted for a training room rental service, chances are, the basic equipment like projector or LCD screens, microphone, and audio system are already included in the room. You should book the room a little ahead of time to factor in the time needed to test and set up the equipment before your event begins.
4. Put up signage
It’s common courtesy to put up signages around and in your seminar venue so that your participants don’t feel lost when they arrive. Ideally, there should be clearly marked signages leading people from the entrance of the building or car park to the seminar room. If the building doesn’t have its own clear signages, you might also want to put up signs directing participants to the nearest washrooms.
The importance of well-placed and informative signs go a long way to prevent frustrations, and helps to assure participants that your event is a properly organised one.
Preparing your seminar venue just takes a few steps, but it can be immensely valuable for creating a seamless experience for your event participants. So, don’t overlook these simple actions the next time you book a seminar room rental in Singapore for your event!