Small Conference vs. Large Conference: How to Choose the Right Interactive Entertainment
Are you planning a conference? One of the most important decisions you'll make is selecting the right entertainment to keep your attendees engaged, energised, and talking long after the event ends. However, what works brilliantly for an intimate gathering of 30 colleagues might fall flat at a large-scale conference with 300 attendees, and vice versa.
Interactive games and entertainment aren't one-size-fits-all. The size of your conference fundamentally changes how you approach entertainment hire, from the types of games you select to how many you need, where you place them, and how your attendees will interact with them.
With over 15 years of experience as corporate event specialists, we've helped event planners across the UK navigate these decisions for conferences of every size. In this guide, we'll walk you through the key considerations for choosing interactive entertainment based on your conference size, so you can create an engaging experience that achieves your event goals whilst staying within budget.
Understanding the Key Differences Between Small and Large Conferences
Before we explore specific entertainment choices, it's worth considering what actually defines a small versus large conference, and why size matters so much.
For the purposes of interactive entertainment planning, we typically consider a small conference to be anything from 20 to 100 attendees. These events often take place in hotel meeting rooms, small conference centres, or dedicated corporate training facilities. They're usually focused on specific topics, team building, or departmental gatherings where attendees generally know each other or share a common purpose.
A large conference, on the other hand, typically involves 100 to 500+ attendees. These events take place in convention centres, large hotels, or purpose-built conference venues. They often feature multiple sessions, keynote speakers, and attendees from different departments, companies, or even industries who may be meeting for the first time.
Why does this distinction matter for interactive entertainment? Because conference size affects everything: the space you have available, how attendees engage with activities, the logistics of delivery and setup, and ultimately which games will create the most impact.
Space and Venue Considerations for Conference Game Hire
One of the first practical considerations when hiring interactive games for your conference is space. It's not just about whether games will physically fit; it's about creating an environment where entertainment enhances the flow of your event.
Space Requirements for Small Conferences
Small conference venues present unique space challenges. You're often working with breakout rooms, smaller conference halls, or sectioned areas within larger spaces. Every square metre counts, and you need to be thoughtful about how interactive games fit into the overall layout.
Most compact interactive games require approximately 2 to 3 square metres of floor space. Reaction-based games like Strike a Light or Batak walls tend to have smaller footprints, making them ideal for tighter spaces. You'll also need to consider the "playing radius" which refers to the space around the game where people stand to play, wait their turn, or watch others compete.
In smaller venues, we typically recommend positioning 2 to 4 games maximum. This provides variety without overwhelming the space or making the room feel cluttered. Think about room flow: you don't want games blocking natural walkways or preventing attendees from accessing refreshments, presentations, or other key areas.
Space Requirements for Large Conferences
Large conference venues offer completely different opportunities. With more space comes the ability to create multiple entertainment zones, but you'll need to think strategically about placement to ensure games are discovered and used throughout the event.
At larger conferences, we often recommend 6 to 10+ interactive games, depending on attendee numbers and event duration. The key is distributing them thoughtfully across the venue. Consider creating distinct zones: a high-energy area with racing simulators and competitive games, a more relaxed zone with accessible challenges, and perhaps games positioned near networking spaces to serve as natural conversation starters.
Larger equipment like racing simulators requires approximately 3 to 4 square metres each, plus additional space for spectators. Games positioned near main thoroughfares, registration areas, or refreshment stations naturally attract higher participation. Strategic distribution ensures attendees encounter different activities as they move through the venue, maintaining energy throughout the day.
Attendee Engagement: How Conference Size Changes the Game
Understanding how conference size affects attendee behaviour is crucial when selecting interactive entertainment. The dynamics of participation shift dramatically based on group size.
Engagement Dynamics at Small Conferences
At smaller conferences, social dynamics work in your favour. There's less anonymity, which means attendees often feel more comfortable, or sometimes more obligated; to participate. When 40 people are in a room and a few start playing an interactive game, others naturally gravitate towards the activity.
You'll typically see higher participation rates at small conferences. It's not unusual for 70-80% of attendees to try at least one interactive game during the event. This happens partly because there's social visibility, people notice who's joining in, and partly because the smaller scale makes activities feel more accessible.
However, this intimacy cuts both ways. Some attendees, particularly those who are naturally shy, may feel more exposed at small conferences. This is why we emphasise offering games with different participation levels. Not everyone needs to be the star player; some people are perfectly happy keeping score or watching.
The beauty of interactive entertainment at small conferences is that games become natural conversation starters. Two colleagues who've just competed on Strike a Light now have a shared experience to discuss. That's the foundation of genuine connection, which is often exactly what organisers hope to achieve.
Engagement Dynamics at Large Conferences
Large conferences present a different engagement picture. Whilst you'll have lower participation rates percentage-wise with perhaps 30-40% of attendees directly playing games, the absolute numbers are still significant. At a conference of 300 people, that's 90 to 120 participants actively engaging with your entertainment.
At this scale, creating what we call "spectator appeal" becomes important. Games need to attract attention from across large spaces and draw people in through visual interest and energy. A racing simulator with multiple screens or a Cash Grabber with swirling branded notes creates a focal point that attendees notice as they move through the venue.
Queue management becomes a consideration at large conferences. With more people competing for the same activities, you'll want enough variety to prevent frustration. This is where having 6 to 10 games makes sense as it distributes attendees across multiple activities and keeps wait times manageable.
Large conferences benefit from what we call "permission through observation." When attendees see others enjoying interactive games, it gives them permission to join in themselves. This cascading effect means positioning games in high-visibility areas significantly impacts participation rates.
Selecting the Right Interactive Games for Your Conference Size
Now we come to the practical question: which games should you actually hire? The answer depends heavily on your conference size, as different games excel in different settings.
Best Interactive Games for Small Conferences (20-100 attendees)
For smaller conferences, focus on games that encourage high participation, spark conversation, and don't require extensive space. Reaction-based challenges work particularly well because they're quick to play, easy to understand, and create instant moments of friendly competition.
Games like Batak reaction walls and Strike a Light are excellent choices for small conferences. They have compact footprints, can accommodate a steady stream of players without creating long queues, and appeal to a wide range of ages and abilities. The beauty of these skill-based challenges is that everyone can participate regardless of physical ability; you're simply testing your reflexes against the clock.
Consider games that work as conversation starters. Giant buzzwire challenges, car simulators, or precision-based activities give people something to discuss beyond the standard opening questions. They create shared experiences that break down social barriers naturally.
For small conferences, we typically recommend 2 to 4 games maximum. This provides variety without fragmenting your group too much. Think about the mix of skills your games test. One reaction-based game, one precision challenge, and perhaps one fun photo booth to create a balanced selection that appeals to different personalities.
Best Interactive Games for Large Conferences (100-500+ attendees)
Large conferences allow you to think bigger, literally. This is where high-impact entertainment comes into its own, with games that create visual spectacle and draw attendees from across the venue.
Racing simulators work brilliantly at large conferences. They have strong spectator appeal, with screens visible from a distance and the competitive element creating natural crowds of supporters. Multiple simulators positioned together create a focal point that becomes a destination within the conference.
Cash Grabbers and similar high-energy games create moments that attendees photograph and share on social media. At large conferences where you're potentially trying to create buzz or strengthen brand awareness, these visually striking activities contribute to the overall impact of your event.
However, don't overlook more accessible options. Large conferences benefit from a strategic mix: some high-octane activities for the competitive attendees, alongside more approachable challenges for those who prefer lower-pressure participation. Dance machines, photo booth experiences, or precision challenges provide this balance.
For conferences of 100 to 200 attendees, consider 6 to 8 games. For 200 to 500 attendees, 8 to 12 games ensures variety and prevents bottlenecks. The exact number depends on your event duration—a 2-hour evening reception needs fewer options than a full-day conference.
Budget Considerations: Getting the Most from Your Conference Entertainment Hire
Let's address the practical reality of budgets. Event planning always involves balancing what you'd ideally like against what's financially feasible.
Small conferences often work with tighter per-person budgets. When you're planning for 40 attendees, the cost of interactive game hire represents a more significant portion of your overall budget. Our recommendation for small conferences is to focus on 2 to 3 high-quality games rather than spreading your budget across numerous options. Two excellent interactive games that suit your audience will create far more engagement than five mediocre activities.
Large conferences can leverage economies of scale. Whilst your absolute entertainment budget is higher, the per-person cost often becomes more manageable as attendee numbers increase. This allows you to create the variety and impact that large conferences demand without the per-person costs becoming prohibitive.
When planning your budget, consider what's included in the hire cost. With Fun Pro, delivery, professional setup, and collection* are included as part of our nationwide service. There are no surprise costs for installation or equipment testing. This comprehensive approach helps you budget accurately.
It's worth thinking about entertainment as an investment rather than simply a cost. Interactive games serve multiple purposes: they're ice-breakers, networking facilitators, energy boosters, and memory makers. When attendees leave your conference talking about their experiences, when they've made genuine connections with colleagues; that's the return on your entertainment investment.
Early booking often provides advantages. Planning ahead gives you the best selection of games for your dates and allows time to discuss your specific requirements with our team.
* Delivery, setup and collection may incur additional costs depending on your location and the final cost will always be shared with you when providing a quote.
Logistics and Setup: What Event Planners Need to Know
Behind every successful conference is meticulous planning of logistics. Understanding what's involved in delivering and setting up interactive entertainment helps you coordinate smoothly with your venue.
Delivery and Setup for Small Conference Venues
Small venue logistics are generally simpler, but space constraints require careful planning. We'll coordinate with you on access times, delivery schedules, and any venue-specific requirements well before your event date.
Setup time for 2 to 4 games typically takes 1 to 2 hours. We schedule this to ensure everything's ready before your attendees arrive, testing each game to confirm proper operation. It's helpful to share your floor plan with us during the planning stage so we can advise on optimal game placement and identify any potential space issues before event day.
Power requirements for small conference setups are usually straightforward. Most venues have adequate power points, though we'll always confirm electrical needs when discussing your specific game selection. Collection happens after your event concludes, coordinated around your venue access times.
Delivery and Setup for Large Conference Venues
Large conference logistics require more extensive coordination, particularly at major venues like convention centres. These locations often have specific protocols for deliveries, loading bay access, and equipment installation that we navigate regularly.
Setup for large conferences typically requires extended time—often 3 to 4 hours for 6 to 10+ games, and sometimes day-before installation for very large events. This ensures everything's positioned correctly, tested thoroughly, and ready to create the impact you need.
Detailed floor plans become crucial at this scale. We'll work with you to map out exact game positions, considering factors like power distribution, natural attendee flow, and sightlines. This planning stage helps avoid last-minute surprises.
We're experienced working at major UK venues and understand the coordination required with other suppliers. Whether it's ensuring our setup doesn't interfere with AV installation, catering preparation, or registration desk arrangement, we've navigated these logistics countless times at events across the UK.
Making Your Choice: A Practical Framework
With all this information in mind, here's a practical framework to guide your decision-making process when hiring interactive entertainment for your conference.
Start by knowing your numbers. Your attendee count is the foundation of every other decision. Are you planning for 35 people, 150, or 400? This immediately narrows your options and helps determine how many games you'll need.
Understand your space. What's your venue like? Do you have a single large hall, multiple breakout rooms, or a mix of both? How much floor space can reasonably be dedicated to interactive entertainment? If possible, share floor plans or venue details when discussing options with suppliers.
Define your primary goal. What are you hoping to achieve with interactive entertainment? Is networking your top priority? Are you focused on team building? Perhaps you're launching a product and want to create memorable brand moments? Your goal should guide which games you select.
Consider your audience mix. Think about who's attending. What's the age range? Are there varying physical abilities to consider? Will you have a mix of outgoing personalities and quieter attendees? The best entertainment selections consider everyone.
Set a realistic budget. Be honest about what you can invest in interactive entertainment. It's better to have this conversation early and receive recommendations that genuinely fit your financial parameters.
This is where expert advice makes a real difference. With 15 years of experience delivering interactive entertainment to conferences across the UK, we've seen what works in countless situations. We understand the practical realities of different venues and how to create engaging experiences within different budget constraints.
Early planning gives you the best outcomes. Reach out 4 to 8 weeks before your conference to discuss your requirements.
Frequently Asked Questions
How many interactive games should I hire for a conference of 150 people?
For a conference of 150 attendees, we typically recommend 4 to 6 interactive games. This provides variety without overcrowding your venue and ensures attendees don't face long waits. The exact number depends on your event duration; a 2-hour networking session needs fewer games than a full-day conference with multiple breaks.
What's the minimum space requirement for conference game hire?
Space requirements vary by game type. Compact games like reaction walls need approximately 2m x 2m, whilst racing simulators require around 3m x 3m including space for players and spectators. For small conferences, you can create excellent engagement with as little as 20 square metres dedicated to interactive entertainment. We always recommend sharing your floor plan with us so we can advise on the best layout.
Do you deliver and set up equipment for conferences across the UK?
Yes, Fun Pro provides nationwide delivery, professional setup, and collection across the UK. With over 15 years of experience as corporate event specialists, we handle everything from our Coventry base to venues throughout England, Wales, and Scotland. Setup times are coordinated with your venue to ensure everything's ready before your attendees arrive.
Are interactive games suitable for formal corporate conferences?
Absolutely. Interactive games work brilliantly at formal conferences by providing natural ice-breakers and networking opportunities. They help colleagues see each other in a different light and create memorable moments that people discuss long after the event. We understand how to provide professional entertainment that enhances rather than detracts from your conference objectives.
How far in advance should I book conference entertainment?
For the best choice of games and guaranteed availability, we recommend booking 4 to 8 weeks before your conference. However, we can often accommodate bookings with shorter notice. Early planning gives you time to discuss your specific requirements with our team and ensures we can recommend the perfect mix of games for your conference size and goals.
Can you cater for attendees with different abilities at conferences?
Yes, inclusive entertainment is one of our core values. We consider diverse needs when recommending games, ensuring there are options suitable for different ages, abilities, and comfort levels. Many of our games can be adjusted for accessibility, and we'll always discuss your attendee mix to ensure everyone can participate and enjoy themselves.
Ready to Plan Your Conference Entertainment?
Choosing the right interactive entertainment for your conference doesn't need to be complicated. Whether you're planning an intimate gathering of 30 colleagues or a large-scale conference with 300+ attendees, the key is understanding how size affects every aspect of your entertainment strategy.
With over 15 years of experience as corporate event specialists, we've helped event planners across the UK create engaging conference experiences that achieve their goals. From intimate team-building sessions to large-scale conferences at major venues, we understand the unique considerations each type of event presents.
Our consultative approach means we take the time to understand your specific requirements; your attendee numbers, venue constraints, conference goals, and audience mix. We'll recommend the right combination of interactive games to create genuine engagement whilst working within your budget.
Get in touch with our friendly team to discuss your conference requirements. We'll guide you through the options, answer your questions, and help you create an event that attendees remember for all the right reasons.
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