Photos from the recent funeral of President Jimmy Carter at the National Cathedral in Washington, D.C., have drawn attention to the importance of seating arrangements.
The event was the first time since 2018 that all five living presidents have sat together publicly.
Most notably, Michelle Obama, who was supposed to sit between former President Barack Obama and current President-elect Donald Trump, did not attend, and the two sat side by side. Photos of Obama and Trump laughing went viral, with many around the world wondering what they were talking about.
Planners have their own set of considerations when it comes to seating arrangements, especially for C-level executives and special guests. The following 7 tips can help:
- Create opportunities for people to meet.
Think of seating arrangements as an opportunity to introduce others. Consider what might be natural conversation starters for people who haven’t met yet, such as shared business interests or projects or geographic location, and place people next to each other accordingly. This will create an opportunity to start the conversation organically.
- inclusive
Seating plans should accommodate guests with special requirements, such as wheelchairs or scooters, by locating them close to the aisle. Additionally, please consider elderly attendees with walkers and place them near the entrance.
- mix it up
Consider assigning guests to tables rather than seats so everyone can choose who to sit next to. Then swap table members for the rest of the meal so everyone can make new friends.
- Force buyers and sellers to communicate with each other
It’s not easy to separate attendees from their friends, but event sponsors have paid to have access to buyers, and it’s the planner’s job to provide that opportunity. Some tips for blending the two include designating alternating seating or handing out tickets to group people together as they enter the room.
- Strategically position your VIPs
Make sure VIPs and keynote speakers sit prominently so they can be easily seen and heard. According to tradition, the host or the most important person sits on both sides of the table, the most important female guest sits on the right of the male host, and the most important man sits on the right of the female host.
- Pay attention to power dynamics
If you are familiar with the people in the group, designate who will succeed him or her as the “leader” of the brainstorming session. Place potential key collaborators close to each other.
- Consider using software
While the old-school method of using different colored sticky notes still works, there are several software tools that make setting up a seating chart easier, including Social Tables, Prism (formerly AllSeated), and Canva. Your venue may also be able to assist you through their own software programs.
Source: Social Table, Houston Tent and Events
