Boardroom, Cabaret or Theatre? Choosing the Best Seating Style for Meetings and Conferences

When planning a meeting, training session or conference, one decision has a bigger impact than most organisers realise: your seating style.

The right room layout can dramatically improve engagement, learning outcomes, collaboration and overall event success. The wrong one can leave attendees disengaged, uncomfortable, and less likely to retain information.

In this guide, we break down the most common conference seating styles, when to use them, and how to match your layout to your desired outcome—so your next event delivers real results.

At Karstens Conference & Training Venues, we help hundreds of organisations optimise their room setup every year. Here’s what works.

Why Seating Style Matters

Your seating layout directly influences:

• How people interact
• How well they can see and hear
• Their level of participation
• Their ability to learn and retain information

In short: seating drives outcomes.

For example:

• A theatre setup is ideal for presentations—but poor for interaction
• A cabaret setup encourages collaboration—but reduces forward focus

Choosing the right layout starts with one question:

What do you want your attendees to do?

The 5 Most Effective Conference Seating Styles

 1. Boardroom Style 

What it is:
A single central table with attendees seated around it.

Best for:

• Executive meetings
• Strategy sessions
• Leadership discussions

Why it works:
Everyone is equal, visible, and encouraged to contribute.

Limitations:

• Limited capacity
• Not suitable for presentations

2. U-Shape Style

What it is:
Tables arranged in a “U” with an open front for the presenter.

Best for:

• Workshops
• Training sessions
• Interactive learning

Why it works:

• Clear visibility of the presenter
• Encourages discussion
• Allows facilitator movement

Limitations:

• Takes up more space
• Not efficient for large groups

3. Classroom Style

What it is:
Rows of tables facing the front of the room.

Best for:

• Training sessions
• Note-taking environments
• Structured learning

Why it works:

• Supports focus and individual work
• Ideal for longer sessions

Limitations:

• Less interaction between participants
• Workshops
• Group activities
• Collaborative learning

4. Cabaret Style

What it is:
Round tables with attendees facing the front, typically in small groups.

Best for:

Why it works:

• Encourages teamwork and discussion
• Great balance between learning and interaction

Limitations:

• Some attendees face away from the presenter
• Conferences
• Presentations
• Large audiences

Requires more space

5. Theatre Style

What it is:
Rows of chairs facing the front, no tables.

Best for:

• Conferences
• Presentations
• Large audiences

Why it works:

• Maximises capacity
• Strong focus on the presenter

Limitations:

• Minimal interaction

Seating Style Comparison Table

Choosing the Right Seating Style (Outcome-Based)

Instead of starting with numbers, start with your goal:

If your goal is discussion and decision-making

• Choose: Boardroom or U-Shape

If your goal is learning and training

• Choose: Classroom or Cabaret

If your goal is collaboration and workshops

• Choose: Cabaret or U-Shape

If your goal is presenting to a large audience

• Choose: Theatre

Pro Tips for Better Event Outcomes

1. Match the layout to your agenda

Don’t default to one setup—design your space around your session.

2. Consider hybrid layouts

For example:

Start in theatre → switch to cabaret for group work

3. Allow space for movement

Facilitators need room to engage with attendees.

4. Don’t underestimate comfort

Ergonomic seating and spacing improve focus over long sessions.

5. Use a venue that supports flexibility

Purpose-built venues like Karstens Conference & Training Venues can adapt layouts based on your final numbers and objectives.

Why Purpose-Built Venues Make a Difference

Not all venues are equal when it comes to seating setups.

Purpose-built conference venues offer:

• Flexible room configurations
• Spacious layouts
• Proper sightlines
• Built-in AV
• Dedicated breakout areas

This makes it easier to choose—and execute—the right seating style for your event.

Final Thoughts

The best seating style isn’t about capacity—it’s about outcomes.

When you align your room setup with your event goals, you create:

• Better engagement
• Stronger learning outcomes
• More productive sessions

Need Help Choosing the Right Setup?

The team at Karstens Conference & Training Venues can recommend the ideal seating style based on your event goals, group size, and format.

With premium venues across Melbourne, Sydney, Brisbane, Perth and Adelaide, Karstens helps you deliver events that don’t just run smoothly—but achieve real results.

Get in touch today to plan your next event with confidence.