Association Conference Function Room Set-up Checklist
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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