When looking to renovate your ballroom, Mary Cook, a Chicago based interior designer, has certain guidelines that could be helpful.

 

A ballroom must typically serve as more than just a ballroom in today’s competitive market, and Mary Cook, Principal of Mary Cook and Associates, a Chicago-based interior design firm, and EGC member, offers these guidelines for renovating ballrooms into flexible, multi-purpose rooms that can be integrated into the club’s overall obectives:

Since ballrooms and function rooms will transform their table and chair layouts several times a week, depending on the function, the permanent background designs of these rooms need to be nothing short of spectacular! Great background design can make the largest room feel intimate with a smaller group or a smaller room much grander with the right details. It starts with trim and or millwork that help to bring large spans of blank wall space into a gracious proportion. Once you have proportion balanced, then use color and or texture to accent it. For example, use an accent color below a chair rail and a neutral textured wall covering above with a third color for the trim itself. Integrate framed artwork on top of well- proportioned wall space for a finished level of detail. Use architectural mirror to bring in more light when spaces are smaller, or without windows or natural light. Focus on spectacular background design with strong accents.

Don’t forget about ceilings. Many times they can offer great opportunity for drama and added detail. Ceilings offer a great opportunity for drama and added detail.

Lighting in these rooms is another critical component. There should be a variety of lighting types to accommodate a diverse mix of functions. Business events, weddings, formal and casual events, and events with or without a stage or speaking platform. Lighting types should be separately switched and dimmable for controlling ambiance and mood. Lighting is critical and should allow for variable applications to meet the diversity of functions.

We believe it is imperative that clubs today fully understand the way business is conducted. And whenever possible integrate the latest technologies into their function rooms. (Please see following “Board Room to Conference room” checklist).

A killer sound system with excellent acoustics makes all types of events more enjoyable for everyone. A killer sound system with excellent acoustics can make all the difference in the world.

Chair selections should be stackable and tables collapsible allowing for the ultimate in flexibility. Chairs should be stackable and tables collapsible for greater ease of movement and storage.

Storage space should be ample and accessible to the ballroom that will decrease staff injuries, damaged walls and furniture and support flexibility. Storage space should be ample and accessible to decrease staff injuries, reduce the incidence of damaged walls and furniture, and add flexibility.

Direct access from the banquet kitchen to the ballroom is most preferable for obvious reasons. Easy access to the kitchen is always a plus.

When views from the ballroom are great, then window treatments should serve to soften and frame the windows edges only. If views need to be obstructed then careful consideration should be paid to the selection. We chose decorative valances hung over the top of the windows throughout the ballroom. Then only on one side, with views of the parking lot to conceal. We added wide blade wood plantation shutters that we kept slightly ventilated to allow some light in. The views on the opposite side of the room are so spectacular overlooking the course that the eye is pulled that way and the subtle valances above help this. Pay attention to window treatments to enhance – or minimize – views.

 

Plan for Flexibility and Functionality

The Banyon Tree Bangkok, on buzzing Sathorn Road in the heart of Bangkok, Thailand, boasts an entirely new ballroom (capacity 220-240) designed to cater to the niche wedding events and small medium corporate market segments to differentiate them from some of the larger ballrooms in Bankok. Having the ballroom as an events space provides small-medium groups the added option and convenience of having events within the same space in which they are living. “We started in January 2007 and finished by September 2007,” says Kristen Vigrass, Executive Vice President of The Brandman Agency, which represents the Banyon properties. “The entire premise of the design was to have flexibility, hence all functional aspects of the ballroom are removable or can be added on, and the design includes furniture stores, AV stores, Stationary and F&B storage. The ballroom’s design is also in line with the rest of the hotel’s ambience of being a ‘city resort’.”

High ceilings and natural light are two key features that make Banyon Tree’s space look less claustrophobic, and there is an obvious intention to take advantage of smaller spaces to create a cozy, residential feel. Certain furniture at the Banyon Tree Bankok – like in pre-function areas – have become more residential, coffee break stations have been turned into armoires, buffet tables are not always skirted the traditional way because, the tables are made of teak. However, certain things like tables and chairs have to be maintained to ensure flexibility. Consistent through the design of the hotel, there is a continuing sense of place to guests through the intimate ambience & light Asian touches in the furnishings. Lighting – particularly natural sunlight – was also an important factor in the overall design. “Lighting and acoustics were both important considerations,” according to Vigrass. “The ballroom has windows overlooking the streets, and noise travels up and down very easily.”

The area where the ballroom stands today used to be part of the cooling tower, and the ballroom was developed with the anticipated growth in demand as the hotel increases its inventory, including its residential suites.

 

 

Ball Room to Conference Room Checklist

Technology
• Dedicated networked computer unit, preferably with wireless keyboard and mouse and adequate audio sound system peripherals for the entire room
• Tablet PC
• Conference Phone
• Projector & Screen (Preferably a Rear Screen Projector, with Overhead as a suitable second choice)
• Multi-Purpose White Board with interactive controls for saving and printing notes
• VHS Video Deck
• Recording Device
• Docking Station
• Web Conferencing Software

Furniture
• Comfortable seating with at least 10” to 12” inches of community space between chairs
• Multi-functional power and task enabled tables that can be arranged in multiple configurations
• Storage cabinet buffet unit near entrance that can double as concierge counter
• Presentation station containing PC, video deck, and light controls near projection area
• Darker matte finish work surfaces to limit light reflection
• Dance floors & stages should be moveable, portable, and storable

Lighting
• Access to natural lighting via a window, skylight or through interior glass walls
• Lighting control to allow dimming of overall room light, including control over natural daylight window shades
• Adequate task lighting where necessary with separate controls
• Task light dimming or non-reflective lighting near presentation area

Wiring & Facilities
• In-wall from dedicated computer to projector
• Power and network cabling at work areas and at presentation area
• Power and network cabling options around perimeter
• Easy access to connection nodes
• Thoughtful HVAC systems placement with independent room controls and quiet dampers
• Wall and ceiling acoustical dampers
• Location to support rooms (rest rooms, copy machine, lobby) or building entrance