CHICAGO — How a meeting room is set up can impact the way attendees are able to learn and retain the educational offerings at an event.
According to the IACC 2024 Meeting Planner Survey Inspired Report, some of the most important venue elements include effective room lighting, good room acoustics and having networking spaces outside of meeting rooms for informal gatherings. Client-dedicated WiFi is also a big plus.
Another aspect of the rooms’ design is the furnishings. From soft seating and conference tables to powered tables and creating a sense of wellbeing, the furniture and layout is a factor in achieving desired outcomes for exhibits and events.
Layout
Photo Credit: AFR
According to Jose Ramirez, Director of Marketing at AFR Furniture Rental, things like natural or warm lighting can help reduce fatigue in attendees, and more acoustic-friendly materials help to minimize distractions and improve focus. He also said that furniture selections can enhance a session’s ambiance while reflecting the event’s branding, for example using sleek, minimalist options compared to more sophisticated seating.
“Attendees are still required to keep up with work when at a show or conference, so they need spaces to relax, recharge, and plug in. Creating a variety of areas for different purposes are key to a successful show. Some attendees want privacy, others prefer to work in a semi-private environment and yet others want to work in communal spaces whether it’s long tables or comfortable
Photo Credit: CORT
sectionals,” said Kevin Dana, Executive Director of Marketing and Merchandising at CORT Events.
Session-Based Seating
When designing and choosing furniture for spaces to be used as breakouts, it’s important to offer an environment that encourages collaboration among participants. This can be done through modular layout and multifunctional furniture, according to AFR, like large conference or round tables that provide ample workspace.
“Breakout rooms that offer campfire-like seating using ottomans arranged around a low table help facilitate impromptu discussions at conferences, allowing attendees to collaborate on the fly,” Dana said. “Board meetings require a more formal environment like a conference table and executive chairs for longer sessions. Exhibit booths create meeting space by using both types of designs if they have the space, but smaller booths are opting for campfire seating or communal tables and barstools to set the place for selling conversations and more informal discussions.”
Photo Credit: AFR
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“General session seating sets the tone for the event — balancing functionality, comfort and aesthetics. To do that, we offer innovative seating solutions that maximize attendee engagement while reflecting an event’s brand and style,” Ramirez said. “General sessions require flexible arrangements to accommodate different audience sizes and room shapes, for example using various colored chairs for structured but branded seating, or tables that are ideal for note-taking and personal device use. ”
Integrate Technology
“Powered furnishings continue to be in high demand so attendees can keep devices charged while working or relaxing,” Dana said. “CORT has incorporated power into tables, seating and other stand-alone devices like our Village Charging Hub to deliver power to the show floor and exhibits.”
AFR concurs with powered furniture being hot, citing powered tables and seating as popular items for different kinds of event spaces, whether it be in conference rooms, booths or cocktail party tables to keep attendees powered through the entire session and event.
Trending Colors and Styles
“Using furnishings more residential in look and feel, lend comfortable show management lounges, general sessions, and break out spaces,” Dana said. “This continues to be the top trend for trade show customers, as well as styling with lots of greenery to add a natural element and lend to the sense of well-being.”
Another trending type of seating is ergonomic chairs to increase comfort and focus of attendees, said AFR.
“Current trends favor neutral color palettes and comfortable seating with a variety of vignettes addressing different needs,” Dana said. “White is still the most popular color and is a neutral to create a clean palette that can be coordinated with any brand or theme. Finally, personalization of seating and tables is extremely important to customize exhibits and reflect brand themes.”
Dana said that to meet the demand for personalization CORT offers a range of products that are easily personalized with logos or graphics and include reusable fabric covers and pillows.
Feature image is courtesy of CORT and shows a booth at IMEX America 2024.
