Conference and Event Services

Many of our classrooms and lecture halls can be customized with seating that complements your group's purpose and needs. Below are some popular set ups that we would be happy to arrange for your event.

Helpful hints when choosing a room layout

• Give people room to shift comfortably without disturbing others.
• Consider factors like aisle widths, distance between rows of chairs, and location of seating in relation to room exits.
• Ensure good sight lines for entire group.
• Consider the objective of the session. Is it okay to just sit and listen? Ask questions? Take notes? Engage in dialogue with the presenter? With other participants? Does the presenter need room to roam?
• Avoid the "bowling alley" effect of many rows extending back into the distance. With any group larger than 100, stage the speaker or head table on the long side of the room, rather than the narrow end; attendees will be closest to the presenter.
• Provide Conference staff with good detail on how you want each room arranged. Then arrive early to ensure that the set up is as you requested.

Examples of room layouts

 

Banquet

Mount Allison round tables can seat eight people.

 

Boardroom

Good for participatory meetings of 22 people or fewer, as eye-to-eye contact disappears if there are more.

 

Classroom

This arrangement is often called schoolroom style because of its convenience for note-takers.

 

Hollow square

A very popular configuration, often used when participants require a lot of interactive discussion.

 

Hexagon

Hexagon shape is a desirable variation of the hollow square configuration because it dramatically improves eye-to-eye contact for small groups where interaction is a factor.

 

Receptions

Receptions for large groups of people are often organized with bars and food stations. A food station is best in the centre of the room, not in the corners (especially if that is where the bars are).

 

T-shape

An arrangement for small discussion groups where a chairman or moderator sits at the head. The centre row can be double tables if more space is required for note taking.

 

Theatre Style

This is the usual set-up for large sessions where attendees listen more than participate. For any group larger than 100, you need an aisle, plus side access. For big convention sessions, it's best to have at least two wide aisles. Generally try to avoid a centre aisle, which causes the speaker to look down a chasm.

 

U-shape

Good for relatively small groups where attendees are expected to participate. The speaker or leader usually works for the open end of the U, though a chairman or "committee" is best at the closed end. Chairs can also be placed inside the horseshoe.

 

E-shape

E-shape is a variation of the U-shape to accommodate more people. Leave ample space in the centre for people to move. You need a surprisingly large room to accommodate this layout. It often results in much neck-stretching (although people at the centre table can angle themselves towards the front of the room).

The following services are available to support your event:

• Head technician assistance: ($45/hour + applicable taxes)
• Student technician assistance: ($25/hour + applicable taxes)
• Photocopying: 15 cents/page

There are public address systems (cost associated with set up), extra chairs, and head tables available for your use in our banquet rooms.

If your program requires any of these items, please make advance arrangements.

Candles, linens, flowers, and other special accessories can be made available through for an additional charge.

Bar services are available for your conference or event.

Cash bar

All products used are billed at cost (i.e. alcohol, mix, cups, staff, ice, delivery).

Plus: overhead (40%) and applicable taxes.

Subtract sales from total cost. There will only be an invoice if sales are less than the cost.

Hosted bar

Fees are calculated in the same way as for the cash bar, plus 15% gratuity based on alcohol and mix costs.

Event Services Staff

All bars outside The Pond, Mount Allison's campus pub, require that student Event Services Staff are in attendance as event security. They are also available for other events on request.

The group will be billed for their use at $20 per hour per officer.

To ensure your satisfaction:

• Check the availability of a room at the earliest date possible. This should be completed prior to discussing food arrangements.
• Make the room reservation and discuss your special needs concerning room arrangements, public address systems, and head tables.
• Plan the menu and make your catering arrangements with the conference manager as far in advance as possible.
• Give your guaranteed number of meal service to the conference manager 72 hours (three working days) prior to the date of your function.

A guaranteed number for meal service is the number submitted as your final estimate to be served at a particular function. The number must be given to the conference manager 72 hours prior to the date of your function. You will be billed for the number guaranteed, or the actual number if the guarantee is exceeded.

There will be an additional labour charge for banquets that run over two hours from the agreed starting time.

Cancellations must be made 72 hours prior to the event. Any expenses incurred up to that time will be the customer's responsibility.

All prices are listed on a per person basis and subject to HST. A 50 per cent deposit may be required 72 hours prior to the date of your function.

Parties of less than 15 people are subject to a 20 per cent surcharge.