It's more than just somewhere to sit

Event planning is difficult, with hundreds of details to be worked out and decisions to be made, all on a budget, of course. With overwhelm looming, planners may find themselves apportioning time to the most important aspects—Keynote speakers, catering services, event staff—and just go with the default option for everything else.

The “default” furniture might not look bad, but it won't do your event any favors. Furniture is one of the items your guests will constantly interact with, and they’ll notice if it doesn't meet their needs.

Aside from comfort and functionality, furniture influences your event in many other ways. It can be used as a stylistic statement or an indicator of status. Take it from the pros who know: it’s worth it to spend time finding the perfect furniture. Just a few touches can elevate your attendees’ experiences and turn a good event into a great one.

Set the right mood for the room

Interior design notes for event planners

How a space looks can have a real effect on how people experience it—so part of hosting a great event is designing a great space. Dark colors and neutrals give off a sense of authority and austerity, whereas working with round, bright-colored pieces can make a room feel joyful.

Before you think about your furniture choices, ask yourself who your audience is, and what you want the tone of the event to be. You’ll need those answers to get the best furniture for the job.

Is Feng Shui real?

Whether you believe that spaces can foster either positive or negative energy, many elements that are essential to the discipline have been shown to interact with humans on a psychological level.

This includes the use of natural materials (wood furniture rather than metal) and elements (sunlight and plants) to cut stress and raise mood. The shape of items also has an effect on our perception: angular items represent efficiency, so may be good for an event that expects high levels of achievement.

The principle at the heart of Feng Shui is balance: a nice environment shouldn’t go to extremes in any direction. Providing a varied environment makes sure that all attendees can find a space that is comfortable for them, whether they’re an introvert or someone who thrives in the limelight.

Shaping interactions through room design

Creating pathways for circulation

The layout of your space defines how people will act in it: the floor plan can be the deciding factor between a fun networking event and an overcrowded evening. Too often designers get caught up in their quantifiable needs (22 people need to fit into this space!) and attendees end up jammed in tightly-packed rows where no one can leave unless everyone does.

Resource allocation can also help alleviate bottlenecks. Consider how many tables you have for check-in, for refreshments, and for workspace. Though it may seem like inviting everyone around the buffet table would lead to more connections, getting stuck in a long line may frustrate hungry attendees. When people feel they have more freedom and more choice, they’ll be more cheerful and ready to interact with those around them.

Arranging gathering spaces to encourage participation

The way you set up the room affects how people interact. Consider the effect of a circular table vs. a rectangular one: the former indicates that everyone is equal, whereas the latter confers power on whoever takes the head of the table. Allowing people to differentiate by status can shut down conversation and the free flow of ideas.

Another thing to keep in mind is the amount of space open for interactions. Do you have groups of sofas and chairs in free space, or can attendees only sit down when they’re in the panel audience? Are there multiple food and beverage stations, or one long h’ors d’oeuvres table where dense crowds make it difficult to hear? The more opportunities you give your attendees to interact, the more great connections and conversations they’ll have.

Enabling green practices

Events can result in huge amounts of waste if you’re not careful. Luckily, the way you design your space can help mitigate the effects of hosting a large number of people. Something as simple as setting up tables can reduce the amount of food waste by giving people an alternative to walking around with a plate in hand. Fewer people will end up abandoning their food if they have a dedicated place to keep it. A bonus to this: attendees can also re-use their disposable dishes rather than having to grab a new one.

Cutting corners isn’t worth it

There’s no way to regain the trust you’ll lose by providing cheap or tacky furniture. Because furniture is so essential to a room functioning for its intended purpose, a major malfunction suggests deep issues with your process—and maybe your company. In many ways, furniture is part of our daily infrastructure in the same way the internet is: we take it for granted, but bad performance is difficult to ignore.

Furniture that is obviously cheap can make attendees question the worth of the event as a whole. They may question what else was arranged with the sole goal of keeping costs low. At its worst, cheap furniture may break, endangering guests with sharp pieces and falling items.

Likewise, tacky furniture suggests that an event isn't serious or of professional caliber. You don’t have to opt for boardroom-quality pieces only, but an event should look and feel much nicer than a classroom. It’s easy to overshoot “fun” and end up at “adolescent” so use caution if you want to maintain a cheerful vibe.

Level up your event with beautiful furniture design

There’s a reason interior designers make good money, and it’s because what they do isn’t easy. Choosing furniture comes with many considerations beyond what color it is and whether it will fit in the space. If you’re looking for a furniture expert, reach out today. We have a range of options in different styles, so you’re sure to find the furniture that amplifies the mood and look you’re after.