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Events are held all around the year, and apart from few changes, everything remains the same. For example, you may find cushioned sofas while at times you may have the chance to sit on a wooden chair. Sometimes space is overcrowded but the seating arrangement is planned in such a way that there is still plenty of room for free movement.

However, all of these factors have something to do with the attentiveness of attendees – i.e. comfort. People have to be comfortable in order to concentrate on the activities going on in an event. For instance, some attendees are overweight and need a comfortable sofa to remain seated comfortably without being distracted. People may get distracted if there is noise all around and can’t focus on what is being said by the speaker.

It means that the attention is diverted from the main event and focused on the comfort level of oneself. Mapping out the layout and seating arrangements, in the beginning, will help you maintain tranquility and comfort among attendees.

Related Post: 4 ways to increase attendee engagement

Without further ado, let’s have a look at how to ensure attendee’s comfort.

1. Arrange Comfortable Seatings as per Space

Seating arrangement is the number one factor that influences the comfort of your attendees. For instance, if the chairs are arranged next to each other without any space, it may prevent attendees to make the movement, manage their possessions and get space for stretching. To avoid this situation, you should plan in such a way that it leaves space between each chair and couple of feet before the next row starts. It would be helpful for attendees who want to leave in the middle of the event, without distracting others.

Moreover, you should arrange chairs for people of all types including short, tall and fat. Remember, even when an event is designed for adults, the poor seating layouts and quality of seating would affect the audience’s attention.

2. Maintain Comfortable Room Temperature 

Room temperature is also one of the main factors affecting the overall attendee’s engagement. Most of the event planners don’t pay attention, which might lead to distracting the attendees – getting themselves warm or cold according to weather conditions.

Before the event is set to kick-start, make sure that everything is working perfectly. Room heater or air conditioner are working optimally and maintaining the right room temperature, without making it too hot or too cold. Even extreme heating or cooling might disturb the attendees.

3. Don’t Let Noise Distract Your Audience 

If the venue is near to the roadside, there might be some kind of disruption in terms of hearing, especially for the back-seaters. You must arrange in such a way that everyone can hear the speaker, without extra effort. For example, if the sound system is placed at the back and front, your attendees might not feel any trouble.

Sometimes a music in the background might also add to the miseries of the attendees. Make sure that the music does not interrupt and distract attendees from the main speakers and key aspects.

4. Give Short Breaks before Long Sessions

While holding an event, make sure to reserve some time for breaks. People need some time to have a break and chit chat. Only 15 to 20 minutes break will supercharge your attendees and make them feel fresh and energetic.

Breaks are especially very effective when you are going to hold a longer session, for instance, speakers delivering a speech. Give some time for a break and hold a longer session without getting attendees bored and tired.

5. Provide Enough Space for Free Movement

As discussed before, your seating arrangement must be planned in such a way that everyone is allowed to make a free movement without disturbing others. Moreover, instead of allowing attendees to sit all the way long until the event ends, permit them to stand and move about for session related reasons. It would help attendees to make themselves energized whenever they feel lethargic.

Conclusion

Event planning and management take the last breath to get the most out of your events, fulfill the purpose and allow attendees to remain engaged. No matter, what type of event you are holding; think of the ways that can bring most out of it without going an extra mile. Remember, the success of any event depends on the level of engagement you create for the attendees.

Ray Parker

Ray Parker

Ray Parker is an entrepreneur and tech enthusiast who loves to incorporate new technologies to get more efficient outcomes. When he's not marketing his latest venture, he keeps himself busy in writing technical articles to educate peers and professionals.
Ray Parker

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