Function room set-up is an important consideration when planning an association conference. Ensuring that the function rooms are properly set-up, can be changed easily if needed and are comfortable for attendees and planning for any "what ifs" can be a daunting task - especially for a large conference.

Below is a checklist to help make planning function room set-up at your conference more manageable.

Study the Physical Aspects, Including

•  Attendee Comfort
• Environment that Matches Goals of Event
• A/V Feasibility
• Unobstructed Site Lines (columns, chandeliers, etc.)
• Speaker Focus
• Accommodations for People with Disabilities
• Traffic Flow
• Restroom Accessibility
• External Noise
• Food & Beverage Service (convenience)
• Availability of Floor Plans with Dimensions 

Focus on the Condition of the Room

• Cleanliness
• Furnishings
• Ventilation
• Lighting (on audience and on presenter)
• Power Requirements
• Acoustics
• Accessibility
• Obstructions
• Soundproofing 

Plan for Contingencies

• Concurrent Groups
• Change in Your Group's Size
• Availability of Larger and Smaller Rooms (conditions, charges)
• Facility Renovations
• Weather Conditions (tent, canopies)
• Feasibility of Temporary Structures 

Consider Pre- and Post-Event Space Requirements

• Additional Events
• Office Space
• Equipment and Supplies Storage Space
• Other 

Setup Configurations

• Choose Configurations for Each Function
• Sketch Set-ups on Scaled Diagrams and Provide Copies to Facility 

Do a Pre-Function Check of

• Lighting and Lighting Controls
• Ventilation
• Facilities
• Equipment
• Services
• Staff, Crews
• Cleanliness
• Adequate Signage
• Fire Exits 

List Equipment Requirements, Including

• Chairs (stack, swivel, upholstered, armchairs)
• Tables
• Half-rounds — 30- or 60-inch (76- or 152-centimeter)
• Quarter-rounds
• Rectangles — 6- and 8-foot (1.8- and 2.4-meter) long; 18- and 30-inch (46- and 76-centimeter) wide
• Rounds — 60-, 66- and 72-inch (152-, 168- and 183-centimeter
• Stage (permanent, temporary)
• Guard Rails, Draperies, Carpeting
• Lighting (regular, spotlights, controls)
• Lectern
• Podium 

Platforms

• 6, 12, 16, 24 or 32 inches (15, 30, 41, 61 or 81 centimeters) high
• 4-by-8 foot (1.2-by-2.4 meter) or 6-by-8 foot (1.8-by-2.4 meter)
• Ramp to Stage
• Public Address System (mixer, operator)
• A/V Equipment (see Chapter 31)
• Electricity (AC-DC current, capacities, outlet locations)
• Extension Cords
• Blackboards, Bulletin Boards, Easels
• Supplies (name cards, note pads, pencils, water pitchers, glasses, flags, signs, banners, wastebaskets, table coverings) 

Inventory Facilities Equipment, Labor and Supplies

• Supplement with Outside Suppliers, if Necessary
• Determine all Charges
• Inquire about Union Regulations 

Equipment Services, Policies Checklist

• Telephone Hook-Up
• Data Ports
• High-Speed Phone Lines
• Sign Posting Policy
• Staff Management Schedules
• Beepers, Walkie-Talkies
• Facility Personnel Responsibilities, Phone Extensions
• Availability of Temporary Secretarial Service
• In-house A/V Services
• Rental availability of Office Equipment (computers, typewriters, furniture) 

Accessibility

• Contact Attendees with Special Needs
• Arrange for Special Accommodations 

Access to the Function Room

• Elevator to Function Room Level (not a service elevator)
• Ramp that Meets ADA Requirement 

Seating in a function Room

• 36 to 42 inches (91 to 107 centimeters) of Table Space per Wheelchair
• 6-foot (1.8-meter) Wide Aisles, Minimum
• Contact Special-Needs Attendees about Seating Preferences
• Get Permission for Back-Row Placement
• Place Signer in Sight Line of Screen and/or Speaker
• Place Guide Dogs on an Aisle or in Place of Adjacent Chair 

Access to the Stage

• Provide Ramp with Railing to the Stage at Least 1 Foot (.3 meters) Long for Every 3 Inches (7.5 centimeters) in Height

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