Squaring the circle: creating room sets for connection

squaring the circle: An overhead photograph of a group of people sitting in a large circle with Leonardo de Vinci's "Vitruvian Man" superimposed at the centerMeeting planners typically default to squaring the circle when specifying room sets. They persist in seating attendees in long straight lines whenever possible, ignoring the benefits of curved and circular seating at their events. (See Paul Radde’s Seating Matters: State of the Art Seating Arrangements for more information.)

The architecture of assembly where curved theatre seating dominates, teaches us otherwise. And we all know that the most intimate and useful small group conversation and connection occurs around round tables. (Even though many of the rounds used at meetings are far too large.)

I’ve explained the importance of curved seating and large circle sets in detail in my book The Power of Participation (Chapter 13), so I won’t reiterate its value here. Instead, I’m going to answer a common dilemma faced by my clients: what to do when there isn’t enough room for large circle sets at a venue.

27 years of peer conferences

Circle sets are especially important for opening sessions such as The Three Questions. Circles allow everyone to see each other and minimize status differences due to seating position. Unfortunately, circle sets take up a lot of space compared to theatre seating. Though I don’t recommend it if you’re expecting any kind of meaningful activity, you can squeeze a few hundred people into a room that is large enough to hold a perfect circle of fifty chairs.

Because clients typically contract with a venue before engaging my services (don’t do that!), they frequently belatedly discover that they haven’t reserved enough space for maximally participative sessions.

Set in ovals

Sometimes there are enough rooms to run multiple simultaneous opening Three Questions sessions, but some of them aren’t large enough to set as circles. When this happens, we can often set the smaller rooms in ovals rather than circles. Oval sets have the disadvantage that they imply greater status to the people at the narrow ends and centers of the long edges. This can be minimized by placing session staff, such as the facilitator, scribes, and timekeeper in these positions.

A common mistake is to set the long edges of such oval chair layouts as straight lines. Instead, maintain a gentle curve between all chairs to maximize the visibility of every participant.

Run The Three Questions using a theatre set!

If space is tight, it’s possible to run The Three Questions in a curved theatre set. The details are in my book Event Crowdsourcing: Creating Meetings People Actually Want and Need. Briefly, you use staff ushers to bring individual participants to the front of the set where they share their answers facing the entire group.

This set does not provide the same level of intimacy and connection as circle sharing. But it is a usable alternative when space is limited.

Set breakout rooms in circles

There’s no single room set that’s optimum for peer sessions breakout rooms. Any kind of participatory group work, such as facilitated discussions, works best in circle seating. However, some peer sessions may be led by one or more people with expert knowledge or experience who do most of the talking.

My recommendation is to set up all breakout rooms with circle seating before the first set of peer sessions. This ensures that discussion formats won’t be hampered by a broadcast-style set. If participants in a broadcast-style session feel the need, they will rearrange the chairs themselves to face the session leaders.

Avoid squaring the circle

Although circle room sets are the best choice for many group activities, you’ll sometimes need to find alternatives. I hope these suggestions help!

The architecture of assembly

Let’s explore the architecture of assembly. architecture of assembly: A graphic of five common seating layouts for parliaments: opposing Benches, Semicircle, Horseshoe, Circle, and Classroom

“Architecture sets the stage for our lives; it creates the world we inhabit and shapes how we relate to one another. In a time in which democracy is under increasing pressure in different parts of the world, it is time to rethink the architecture of assembly.”
Max Cohen de Lara and David Mulder van der Vegt, “These 5 architectural designs influence every legislature in the world — and tell you how each governs, The Washington Post, March 4, 2017

The architecture of assembly

How do room sets imply and influence what happens at meetings? Can room sets affect the quality of democracy, sharing, and equality experienced by participants?

In Parliament, a fascinating new book, Dutch architects Max Cohen de Lara and David Mulder van der Vegt document the architectural layout of all of the 193 United Nations member states legislative buildings, and analyze how their room sets correlate with the associated countries’ governance style. [Update: U.S. readers may be interested in a similar analysis of legislative chamber layouts of all 50 U.S. states.]

So what can we learn about meeting room set design from Parliament? Here are a few observations.

Curved theatre seating dominates

One of the interesting findings is that the most common legislative room set is one rarely used at traditional meetings: the semicircle.

architcture of assembly
National Assembly, Palais Bourbon, Paris, France

This of course echoes the pleas that Paul Radde & I have made for years for meeting planners to replace straight-row theatre seating with curved-row designs: pleas that, despite persuasive arguments, have largely fallen on deaf ears. Because every seat directly faces the focal point of the room, curved sets offer maximum comfort for each audience member. People don’t have to continually twist their bodies when they’re sitting for a long period.

Clearly, many architects of legislative chambers know something that most meeting planners don’t.

Room sets correlate with the level of democracy

Every room set imposes an architecture of assembly. Legislatures are meeting spaces that concentrate on sharing points of view, convincing others, making public political statements, negotiation, and compromise. Though all these objectives can be present for the non-political meetings and conferences that make up the majority of meeting industry work, let’s concentrate on the first activity: sharing points of view.

Parliament finds that classroom-style sets “…where members of parliament sit in regimented rows focused on a single speaker… [are] particularly common in countries with a low rank on the Economist’s Democracy Index.” Sadly, classroom sets are still, in my experience, the most common room sets used in meetings. If sharing points of view, participation, and engagement are desirable at a meeting, such sets should be avoided.

Conversely, circle seating is rarely used in parliaments or meetings. Only nine parliaments in the world meet in this setting.

The Landtag in Düsseldorf, the regional parliament of Nordrhein Westphalia in Germany

Circle room sets are the most egalitarian architecture, though hierarchy can still be suggested or maintained if two or more concentric circles of chairs are used. I often open the Conferences That Work meeting design with participants sitting in a single circle of chairs — a room set limited, in practice, to around sixty people.

Horseshoe sets can facilitate a fluid focus

Horseshoe sets are, at first glance, a mixture of the semicircle set above and another common parliamentary form: opposing benches.

Opposing benches in the United Kingdom House of Commons Chamber

Interestingly, I’ve found that horseshoe room sets with a single row of chairs, or multiple rows with plentiful aisles can provide an effective format for group discussions, with participants moving to and from a few “speaking” chairs at the mouth of the horseshoe.

The Bangladesh horseshoe-form legislative chamber

Meeting professionals are fortunate — if we apply ourselves

Here’s how Max & David conclude their Washington Post article:

“[Architecture] can be one way to … experiment with new models that are more attuned to contemporary life and to the challenges that we are facing today.”

Legislative chambers are massive formal structures that reflect the sociology, history, and politics of their culture. They are rarely rebuilt to reflect a change in the circumstances and outcomes they were originally designed to serve. Even so, the variety of forms displayed in Parliament shows us some of the rich possibilities available, even in heavily constrained circumstances.

Meeting professionals are more fortunate. We can usually change the room set to respond to the specific needs of a meeting. Yet too often, we limit ourselves to a small set of familiar forms we have experienced over and over again.

We can and should do better.

Room set and Landtag images reproduced from The Washington Post
French National Assembly image by Richard Ying et Tangui Morlier (Own work) [CC BY-SA 3.0, via Wikimedia Commons
House of Commons image attribution Flickr user uk_parliament
Jatiyo Sangshad Bhaban, Dhaka, Bangladesh by Rossi101 at English Wikipedia, CC BY-SA 3.0