Overview
The table placement algorithm assigns confirmed meetings to physical tables in the meeting area. This page documents the behaviour change that reduces the number of tables used when meeting volume is low.
What changed
When the number of confirmed meetings for a given time slot is significantly below the configured table capacity, the placement algorithm now consolidates meetings onto fewer tables instead of spreading them across the full set of available tables.
How the consolidation works
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For each time slot, the algorithm calculates the occupancy ratio against the configured table capacity.
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If occupancy falls below the threshold, tables are filled sequentially starting from the lowest-numbered table and continuing in order.
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Empty tables at the end of the range remain free for the duration of that time slot.
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Tables already pre-assigned to specific exhibitors (sponsored or reserved) are exempt from consolidation.
Edge cases
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Pre-assigned tables (reserved for sponsors, VIPs or specific exhibitors) are honoured first, then remaining meetings are consolidated around them.
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If two meetings have a conflict (same table, overlapping time), the algorithm falls back to the next available table even if it breaks consolidation.
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Manual re-placement by an organiser overrides the algorithm; the algorithm will not reverse a manual change.