Event Setup

Set the Stage for a Successful Event
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Set the Stage for a Successful Event

Three students walking on campus

The right setup can transform a room into an experience. Whether you're hosting a department meeting, reception, conference, training, ceremony, or special event, Event Services can help create a functional and welcoming environment for your guests. 

From tables and chairs to custom layouts, staging, signage, and event-day transitions, we'll work with you to determine the setup that best supports your program. 

Room Layouts

The way your room is arranged can have a big impact on how your event functions and how guests experience it. 

Depending on your venue, attendance, and program, setup options may include: 

  • Theater-style seating 

  • Classroom-style seating 

  • Conference and boardroom arrangements 

  • Banquet rounds 

  • Reception-style arrangements 

  • U-shape or hollow-square layouts 

  • Panel and presentation configurations 

  • Registration and check-in areas 

  • Exhibitor or resource tables 

  • Custom layouts for coordinated and complex events 

Standard meeting rooms may have preset configurations and limited opportunities for layout changes. 

Furniture

Need more furniture than what's already available in your space? Event Services can help identify available equipment and furniture options. 

Support may include: 

  • Guest seating 

  • Banquet tables 

  • Classroom tables 

  • Registration tables 

  • Check-in tables 

  • Information and resource tables 

  • Presenter or panel tables 

  • Display tables 

  • Additional chairs 

  • Specialty furniture and fixtures, when available 

Equipment availability varies by venue, event date, and inventory. 

Explore Furniture & Fixtures

Registration & Guest Check-In

A well-planned arrival experience helps guests know where to go and what to expect. 

Event Services can help you consider: 

  • Registration table placement 

  • Guest check-in areas 

  • Name badge or material distribution 

  • Information tables 

  • Queue and guest flow 

  • Welcome areas 

  • Directional signage 

  • Accessibility considerations 

  • Coat, bag, or material storage when available 

For conferences and larger programs, registration should be considered as part of your overall event layout. 

Signage & Wayfinding

Help your guests navigate your event confidently from arrival to departure. 

Depending on your event and location, consider: 

  • Building and room identification 

  • Directional signage 

  • Registration signage 

  • Reserved seating signs 

  • Agenda or schedule displays 

  • Room identification for multi-space events 

  • Accessibility signage 

  • Parking and arrival information 

  • Event-specific informational signs 

Some signage, placement, or exterior displays may be subject to campus or venue requirements. 

Food & Beverage Setup

If your event includes catering, your room layout should account for both the guest experience and catering operations. 

Setup considerations may include: 

  • Buffet placement 

  • Beverage stations 

  • Food service tables 

  • Dining tables and seating 

  • Dessert or refreshment stations 

  • Service access 

  • Guest traffic flow 

  • Catering preparation or staging areas 

Your Event Scheduling Coordinator and Catering team can help coordinate these elements when Event Services is managing your event.

Explore Catering

Audio/Visual & Technology Setup

Technology and room setup often go hand in hand. If you're planning a presentation, panel, hybrid meeting, performance, or other technology-supported program, consider your AV needs while developing the room layout. 

This may include: 

  • Screens and projection 

  • Microphones 

  • Speakers and sound systems 

  • Presenter positioning 

  • Panel setups 

  • Hybrid meeting technology 

  • Livestreaming 

  • Technical staff areas 

  • Power and equipment placement 

Coordinated and complex events may require an Audio/Visual or Production Meeting before the event.

Explore Audio/Visual Support

Don't Forget these Details

Don't Forget these Details

 

Accessibility & Inclusive Setup

Accessibility should be considered from the beginning of your event planning process. 

When developing your setup, consider: 

  • Accessible entrances and pathways 

  • Wheelchair and mobility-device seating 

  • Clear aisles and circulation paths 

  • Accessible registration areas 

  • Seating locations for assistive listening 

  • Closed captioning needs 

  • Visibility of presentations and speakers 

  • Accessible food and beverage stations 

  • Inclusive seating arrangements 

Event Services can help you consider the physical setup of your venue and connect you with appropriate campus accessibility resources when additional accommodations are needed. 

Outdoor Event Setup

Outdoor events often require additional planning and coordination. 

Depending on your event, considerations may include: 

  • Tables and chairs 

  • Tents or canopies 

  • Staging 

  • Power 

  • Audio/Visual equipment 

  • Signage and wayfinding 

  • Waste and recycling 

  • Vendor access 

  • Loading and unloading 

  • Accessibility 

  • Restroom access 

  • Weather contingency plans 

  • Campus permits or approvals 

Outdoor events may require additional lead time and coordination with multiple campus partners. 

Your Event Diagram

For events requiring a custom setup, Event Services may develop an event diagram showing how the space will be arranged. 

Your layout may identify: 

  • Tables and chairs 

  • Stage and presentation areas 

  • AV equipment 

  • Catering stations 

  • Registration areas 

  • Guest seating 

  • Entrances and exits 

  • Accessible pathways 

  • Vendor or exhibitor areas 

  • Other event-specific elements 

Review your layout carefully and communicate changes as early as possible.

Already Reserved a Department or Classroom Space?

You don't have to be in an Event Services-managed venue to request additional event support. 

If you've reserved a space through a college, department, or General Academic Scheduling, Event Services may provide equipment, AV, catering, and other event support, depending on the venue and service availability. 

Have your booking or reservation reference number ready when submitting your request. 

Request Event Support