You will need to tell the hotel how to set the rooms to fit the types of presentations you have scheduled in each room. Remember to schedule similar type sessions in the same rooms, because there will not be time to reset the room between sessions. Careful planning can save a lot of last minute changes and rearranging.

In rooms that hold 90 people or more, a microphone is generally recommended.

At least 30 minutes before each session begins someone should be responsible for checking each room to be sure it is properly set and that audio visual equipment is appropriate and operable.

Anticipated attendance and seating style preferred will determine which meeting rooms are most appropriate for each session. You should be familiar with the following room set-ups:

• Theater or Auditorium - Rows of chairs which face the speaker.
• Schoolroom or Classroom - Tables and chairs that face the speaker.
• Conference -Tables and chairs set around a table, no speaker's area.
• Rounds - Round tables with 8 or 10 chairs set around them, used for group discussions and food functions.
• U-Shaped - Tables are placed in the shape of a square-cornered U. Seating is on one side of the short side and on one or both sides of the long arms.
• Hollow Square - Tables are placed in a square with no entrance to the inside. Seats are placed on the outside only.