1(800) 964-7903

1083 Pit Road Java Center, NY 14082

Beaver Hollow Conference Center

Inspiring meetings at the Beaver Hollow Conference Center

Please use the guide below as a tool for you to plan and execute a successful meeting. Whether you’re in the initial stage of planning or are already caught up in the details of execution, this reference will help you in all stages to plan the most inspired meetings at the most inspiring place.

Budget Wisely

Last-minute changes can cost your organization a lot of extra money. In order to better stay within budget, we advise planning well in advance by using a spreadsheet for your expenses and any income you may receive from vendors, sponsors or exhibitors.

Be sure to pay attention to more than just guest room rates. When comparing Beaver Hollow rates with other hotels please keep in mind that many of the items included in our rates are extra costs at other properties.  

  • Food and beverage prices
  • Recreational budget
  • Resort fees/health club fees
  • Audiovisual
  • Transportation costs
  • Technology fees
  • Local taxes
  • Service charges

Meeting Room Setup

An effective meeting is most effective in a well-configured meeting room. Here are some configuration options and benefits for each:

Rounds Setup

Round tables arranged to maximize seating requirements for a variety of purposes.

Benefits: Ideal setup for meal-centered meetings and banquets encouraging business and socialization for any size group. Typically 6, 8 or 10 people are seated per table. Sometimes configured as crescents, where no back is facing the speaker. Less elbow room than a Cluster.

Optimal seating capacity: 1-61+

Best meeting uses: meeting with meal

Best technology uses: white boards/flip charts, sound/music

Theatre Setup

Seats are in rows facing the stage area, no tables.

Benefits: Perfect for shorter presentations, seminars, lectures and Q&As that require the attendee to focus on looking and listening. Best suited for presentations that require more elaborate audiovisual technology without needing note taking or laptop usage.

Optimal seating capacity: 11-61+

Best meeting uses: teaching/training, lecture/presentation, team building, executive presentation, seminar, workshop

Best technology uses: projection, white boards, sound/music, video conference

U-Shape Setup

Series of tables set up in the shape of the letter U with chairs set all around on one or both sides.

Benefits: Ideal setup to promote an open forum for smaller groups of up to 40 people. All participants are able to make direct eye contact with one another enabling a lively discussion of ideas in this structured setting.

Optimal seating capacity: 1-40

Best meeting uses: teaching and training, meeting w/meal, discussions/negotiations, team building, conference/exchange, brainstorming

Best technology uses: projection presentation, individual computers, white boards/flip charts, sound/music, video conferencing, teleconference

Conference Setup

Rectangular or oval tables are set up with chairs placed around all sides.

Benefits: Best for smaller meetings where the focus is on the participants themselves as in team building, product development or discussion groups. Layout encourages a communicative and professional setting. Ample room for teleconferencing and visual presentations.

Optimal seating capacity: 1-25

Best meeting uses: board meeting, discussions/negotiations, workshop, conference/exchange, brainstorming

Best technology uses: individual computers, white boards/flip charts, sound/music, teleconference

Classroom Setup

Rows of tables with chairs face the front of a room and each person has a space for writing or using a computer.

Benefits: A classical approach for both large and small seminars and training programs where attendees need work space for notes and laptops. This setup lends itself to a Q&A session with the facilitator rather than interactive discussion between participants.

Optimal seating capacity: 11-61

Best meeting uses: teaching/training, lecture/presentation, executive presentation, seminar

Best technology uses: projection presentation, individual computers, white boards/flip charts, sound/music, video conference, teleconference

Plan Your Event

Speak with an event planner

1(800) 964-7903

Fill out our online RFP
Plan an Event

Ask a Question