The number of chairs is only the start of a layout discussion. For a workshop, you need to know how people will work, where they will look and where they will put their materials. The suggestions below help you describe an arrangement. They are not confirmed hall layouts or capacities for particular activities.
Describe what participants do during the programme
For each activity, write down whether people will listen, discuss something as a whole group or work in smaller groups. Note whether they need to write on paper or use laptops. If these activities alternate, explain which lasts longest and requires the most working surface.
Someone watching a presentation while taking notes has different needs from a guest at a short talk. Tables may matter more than the total number of seats. Send that description with your headcount so a layout suitable for the work can be confirmed.
Consider rows for a programme mainly spent listening
For a programme focused on the speaker and screen, you can propose chairs in rows. Explain how much discussion you expect and whether participants need a surface for notes. Consider how you will distribute materials so people do not gather at the entrance.
Check the content's visibility from the part of the room furthest from the screen. A small table that the speaker can read on a laptop may not suit the audience. Enlarge the text before the event and separate out the figures you will discuss. Use the technical preparation guide to check the whole presentation.
A shared table and small groups serve different purposes
For a conversation involving everyone, you can propose an arrangement that lets participants see one another. For a small-group task, describe the group size and the materials needed on each table. Do not assume a photograph confirms that exact arrangement for your headcount.
If group work is followed by sharing results, plan where people will show them. Paper or a flipchart needs a position where the group can follow it. The equipment list and hall photographs are a starting point for an enquiry. The arrangement still needs agreement.
Include layout changes in the schedule
Moving tables during a break takes time and space. Before promising it to the workshop leader, ask whether the change is possible and who would carry it out. Materials left on the tables also need a plan.
Consider whether one agreed arrangement could cover the whole programme. If it cannot, mark the change in your outline and describe the arrangement you need afterwards. Review the transition from a talk to practical work with the person preparing the room.
Confirm capacity for your own arrangement
The hall at Gacka 16 has 90 m² and a published maximum of up to 70 people, depending on the layout. That maximum is not a seat count for every type of work. Request confirmation of your group's arrangement in the offer, including participant requirements that affect passages or seat positions.
Send your headcount and a short description of the activities through the hall hire page. Continue with the business workshop planning guide for the programme itself. Describe your proposed layout in the message and request confirmation before sending final instructions to the workshop leader.