Environment Design

Meeting Room Set Up

For the Ann Arbor, Detroit, Grand Rapids and Sterling Height Locations the set up will be as
follows:
o Classroom style set-up
o 3.5 feet between tables
o 30 eight foot tables, with 4 people at each (Grand Rapids and Ann Arbor)
o 25 eight foot tables, with 4 people at each (Sterling Heights and Detroit)
o 6 feet from first row of tables to lectern
o Line of sight no more than 15 degrees variance
o 10 rows of three tables (Grand Rapids and Ann Arbor)
o 9 rows of three tables (Sterling Heights and Detroit)
o 17-22 square feet per person
o 2 inches of space per person
For the reception being held in Lansing, the set up will be as follows:
o 10, 72 round tables, 10 people/chairs at each table
o 11.5-13.5 square feet per person
o Will need other buffet tables (6 or 8 feet rectangle) for buffet
o Will need a lectern/space for a projector and screen
o Distance per table will be determined

Facility Information
Equipment
Ann Arbor and Grand Rapids:
8 tables: 30
125 chairs
Podium with standing lectern
8 tables for snacks/beverages: 2
8 table for speakers with 4 chairs
Sterling Heights:
8 tables: 25
105 chairs
Podium with standing lectern
8 tables for snacks/beverages: 2
8 tables for speakers with 4 chairs
Detroit:
8 tables: 40
175 chairs
Podium with standing lectern
8 tables for snacks/beverages: 2
8 table for speakers with 4 chairs
Lansing:
72 round tables: 10``
Podium with standing lectern

8 buffet tables: 3
110 chairs

Attendee Comfort
Place flags on the podium to enhance the feeling of an international meeting.
Set room temperature between 70 and 74 if there is an independent temperature control. Otherwise talk
to the manager of the property and request it.
Make sure we use the maximum amount of nature light. We can open windows and draw back curtains
for instance. If we are using fluorescent lights, breaks should be taken during the meeting.
If people sit in the back can barely hear the speaker, audio devices should be rearranged. For example,
put speakers in the back of the room as well.
Echo problems should be noticed and prevented. Some cardboards will dramatically reduce the level of
echo effects. Odds are small because meeting rooms usually are designed to prevent it.
If there are meetings in adjoining rooms, communicate with those parties and make agreements on lower
noises for each other.
Put signs in lobbies so that attendees can easily find meeting rooms.

Lighting, Temperature, and Noise Controls

We will have a room temperature of 70 degrees Fahrenheit.
The lighting will not be dim or too bright because we want our guests to be alert and not fall asleep, but
not have their eyes hurt.
To keep down the noise distractions we will have padded walls to absorb noise.

Equipment
All meeting location need a speaker, a podium, a computer system, a screen, three afternoon event use
little amount of natural lighting. Other two use decorated room light.
Ann Arbor - Cascade Ballroom 3200 sq. feet or 350 people maximum
Grand Rapids - Pier #3 Room 1155 sq. feet
Lansing - Lincoln Room
Detroit - Multi-Purpose Room 1716 sq. feet
Sterling Heights - St. Clair 1470 sq. feet
Kellogg Hotel - Lincoln 3136 sq. feet