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MUST-HAVE Event Formulas

Posted By Administration, Thursday, October 3, 2019

Planning an event? Here are some MUST-HAVE event formulas from functional room set-ups to food and beverage formulas that will help you plan the perfect event!

I. FUNCTION ROOM SET-UPS

Reception

  • 9-10 sq. ft. per person (standard bar/hors d'oeuvres)
  • Rule of Thumb:  10 feet

Theatre

  • Less than 60 people = 12-13 sq. ft. per person
  • 60-300 people = 11-12 sq. ft. per person
  • 300+ people = 10-11 sq. ft. per person
  • Rule of Thumb:  10 feet

Theatre Notes:

  • Allow at least 24 inches of space between rows
  • If room is rectangular, set presenter to the long side
  • First row no closer than 2x screen height (2x8 rule)
  • Center section of seating no more than 14 chairs
  • 2 side aisles should be at least 4 feet wide

Schoolroom

  • General = 17-22 sq. ft. per person (18" tables - add 1 sq. ft. per person for 30")
  • Less than 60 people = 22-23 sq. ft. per person
  • 60-300 people = 20-21 sq. ft. per person
  • 300+ people = 17-18 sq. ft. per person
  • Allow 3.5' between rows
  • Rule of Thumb:  20 feet

Conference

  • 2-3 feet of table length per person

Banquet

  • 60 inch = 8-9 people (12.5-13.5 sq. ft. per person)
  • 66 inch = 9-10 people (12.5-13.5 sq. ft. per person)
  • 72 inch = 10-11 people (12.5-13.5 sq. ft. per person)
  • Rule of Thumb:  13 feet

Platforms (a.k.a. Risers)

  • Can be 6, 12, 16, 24 or 32 inches high
  • Usually 4x8 or 6x8 dimensions

General Function Room Set-Up Notes

  • All schoolroom and banquet tables are 30" high
  • Rectangular tables that are 6 or 8 feet long by 30" wide are used for U-Shape, Conference, etc.
  • Rectangular tables that are 6 or 8 feet long by 18" wide are used for schoolroom set-ups

II. CONTRACTS AND REGISTRATION

  • Standard Comp. Room formula = 1 per 50
  • One (1) registration personnel per 100 attendees

III. EXHIBITS

Square Footage

  • Apply 2x rule to determine total sq. ft. needed (two times total square feet of exhibit space)
  • 10x10 = 100 sq. ft. per booth
  • 8x10 = 80 sq. ft. per booth
  • Net square feet (needed for booths) x 2 (for aisles) = total sq. ft. needed for booth and aisles + square footage for ancillary services = total square footage needed

Standard (In-Line) Booth

  • 10' deep by 10' long or 8' deep by 10' long
  • Faces one aisle
  • 8' 3" maximum back wall height

Perimeter (Wall) Booth

  • 10' deep by 10' long or 8' deep by 10' long
  • Faces one aisle
  • 12' maximum back wall height

Peninsula Booth

  • Minimum of two standard booths, usually 4 or more
  • Faces three aisles
  • Usually 16' maximum wall height but depends on show rules

Island Booth

  • Bordered on all four sides by aisles
  • Faces four aisles
  • Usually 16' maximum wall height but depends on show rules
  • Rule of Thumb:  20'x20' (40 sq. ft.)

Exhibit Lighting

  • 70-110 foot candles to light an exhibit hall

Floor Load

  • 300 pounds per sq. ft. on ground floors
  • 50 pounds per sq. ft. on upper floors

IV. BUDGETING

BEU = Break Even Units = Number of Attendees
BEP = Break Even Price = Cost Per Attendee
VC = Variable Costs
TFC = Total Fixed Costs
CF = Contribution Margin (Registration Fee-VC)

ROI = (Gross Revenue − Gross Expenses) ÷ Gross Expenses × 100

BEU = TFC ÷ CF

BEP = (TFC ÷ # of people) + VC Per Person

TFC = # Attendees × $ Per Attendee

** To make a dollar profit, add the desired profit dollar amount to the TFC in the above equation.
*** To make a percentage profit, add $ per attendee to VC and multiply by desired percentage profit

V.  AUDIO VISUAL

Formula One - First row of seats and last row of seats (2x8 rule)

  • No one should be seated closer than 2x screen height
  • No one should be seated farther than 8x screen height

Formula Two - Minimum Ceiling Height

  • Screen height + 4 or 5 feet (minimum distance floor to screen bottom)
  • Rule of Thumb:  5 feet

Formula Three - Screen Width

  • Overhead = 1:1 (8x8, 10x10)
  • Multi Image = 1:3 (6x18, 8x24, 10x30)
  • Slide = 2:3 (6x9, 8x12, 10x15)
  • Video = 3:4 (6x8, 9x12, 10.5x14)

VI.  Americans with Disabilities (ADA) Compliance

General

  • Hallways and Corridors = 36" clearance and occasional spaces for turning/passes

Hotel Rooms

  • At least 2% barrier free; at least 1% of these having roll-in showers
  • Doors and hallways inside rooms have 32" clear openings
  • 32" clearance on at least one side of the bed
  • Sink mounted at least 29" above floor with toe clearance under drainpipe
  • Toilets no higher than 29"

Meeting Rooms

  • Doors have at least 32" clearance

Entrances, Corridors, Stairs

  • Approaches to building entrances at least 5' wide
  • Single door entrances minimum of 32" wide.
  • Double door entrances minimum of 48" wide

Elevators

  • Doors have 32" wide clearance
  • Space no greater than 1.25" between the floor and platform

Restaurants and Lounges

  • Self-service counters no more than 34" high
  • Aisle for buffets 36" wide

Public Restrooms

  • Flush controls no more than 44" from floor

Parking

  • Designated parking space within 200' of building
  • One designated space per 25 total spaces

Ramps, Curbs and Walks

  • Slope of all ramps is 1" of rise to every 12" of run
  • Ramps have 5' wide level landing at top and bottom

ADA Budget

  • 5-7 percent of overall accommodations budget

VII.  FOOD AND BEVERAGE

Continental Breakfast

  • One attendant and separate buffet table per 100 attendees
  • Breakpoint for second buffet = 120 attendees
  • Usually run 30 minutes to one hour

Full Breakfast Buffet

  • Usually runs about one hour

Refreshment Breaks

  • 30 minutes = minimum amount of time
  • One attendant per 100 attendees
  • Morning = 65% Hot/35% Cold
  • Afternoon = 35% Hot/65% Cold
  • 50-75% regular soft drinks
  • 25% diet soft drinks
  • Coffee = 20 cups per gallon
  • Coffee = 60% regular/40% decaf

Luncheons

  • Typical time = 1 hour 15 minutes to serve
  • Schedule 90 minutes

Banquets

  • Two hours per dinner service
  • Three bottles of wine per table of 8 (2 white and 1 red)
  • 1/2 bottle per person + 10% buffer
  • Every 10 bottles white=two red (opposite for red meat)
  • Wine Stewards = 1 for every 5 tables
  • Servers = 1 per 20 people (optimal), 1 per 32 (standard), 1 per 16 for upscale or with wine service
  • Rule of Thumb:  1 per 20

Receptions

  • One attendant per 50 guests
  • One bartender per 100 people if arriving in intervals
  • One bartender per 50 people if arriving as a group
  • Immediately following meeting - food consumption is less
  • Less food/more drinks if reception is prior to dinner

Type of Reception

Type of Eaters

# Hors d'Oeuvres
per person

2 hours or less (dinner following)

Light

3-4 pieces

Moderate

5-7 pieces

Heavy

8+ pieces

2 hours or less (no dinner)

Light

6-8 pieces

Moderate

10-12 pieces

Heavy

12+ pieces

2-3 hours
(no dinner)

Light

8-10 pieces

Moderate

10-12 pieces

Heavy

16+ pieces

Beverages

  • 21-25 drinks per bottle of liquor
  • 32 ounces to a quart
  • 50/50 soft/hard liquor consumption
  • Wine consumption = 3 glasses during a 2 hour reception
  • Women consume more wine than liquor
  • Cash bar will consume less than host bar
  • Cash Bar - before lunch - 30% will have 1 drink
  • Cash Bar - after meeting - 50% will stay and have 1.5 drinks (1 hour reception)
  • Hosted Bar - Cocktail Hour - 80% will stay and have 2-2.5 drinks in 1 hour
  • Hosted Bar - Cocktail Hour - 80% will stay and have 3-3.5 drinks in 1 1/2 hours

Source: Pam Soules, CMP Director of Events, Mid-States Distributing

Tags:  association management  conference  event planning  success  tips 

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