Find the shape
of your gathering.
Start with what people will do together. The sample formats below are starting points for a conversation, not fixed packages.
Conferences
Connect a main-room program with focused breakouts. Leave time for people to find a room, move between floors and continue conversations over a break.
Put in your brief
- Plenary and breakout session lengths
- Speaker access and presentation equipment
- Registration, refreshments and quiet space
Ask for a room-by-room schedule before confirming the format.
Workshops
Match the furniture and materials to the activity. A drawing session, small-group discussion and practical demonstration each need a different setup.
Put in your brief
- Table arrangement and working group sizes
- Materials, storage and cleanup needs
- Power, display surfaces and facilitation support
Allow a reset period if the room changes use during the day.
Community gatherings
Keep a clear route from arrival to welcome. A short talk can lead into a moderated discussion or smaller conversations, with time to bring everyone back together.
Put in your brief
- Seated, standing or mixed format
- Microphones, sound levels and event finish time
- Entry arrangements and guest information
Confirm any food, drink and outside supplier arrangements in writing.
One format, many details.
Use the sample planning board to see where a program needs more space.
Open the planning board