How Floorplans Assist With Determining An Event’s Style
Planning an event involves many details, small and large, but a floorplan is what brings it all together. There are numerous key benefits to designing floorplans to-scale for events, including the many ways a floorplan can help dictate an event’s overall design and style.
An accurate layout of the space allows the event team to collaborate on placement and logistics of furniture, audiovisual equipment, seating arrangements, and important moments, like a grand entrance or first dance. This prevents spatial errors that can cause day-of obstacles, like not having enough room for guests to pass through an area or designing a highly photographed space next to the catering exit.
Floorplans can also help planners to get a better feel for the room’s flow and how to design it accordingly. If the room is rectangular, for example, long king tables generally look more appealing in the layout than they would in a square room. Likewise, a similarly shaped dance floor would also make the most sense.
Large rooms also lend themselves to the flexibility of mixing and matching linens, whereas smaller rooms should remain simple to avoid oversaturation of colors, patterns, and textures. Use the floorplan strategically to identify where major fixtures will be, so you can ensure that there is proper aesthetic flow. For example, it’s best to know where the reception tables are positioned in relation to buffet tables, cake tables, cocktail tables, and other highly trafficked areas so you can effectively coordinate various linen styles to make the most impact.
If there is flexibility to the floorplan, a rental company can work with the client and vendor team to create innovative designs. Creativity can come into play for table shapes, sizes, and layout. You can also discuss various bar styles, dance floor options, and how to position them in relation to the guest activity. Rental companies can really help when it comes to finding the most eye-catching design, as they are most familiar with their pieces and have the most experience mixing and matching for unique combinations.
At Atlas Event Rental, we require a floorplan for any job that requires us to set up. In our experience, we’ve found that collaborative digital platforms allow everyone to work together on the event which makes the process much easier to coordinate. Look for tools that are intuitive and easy-to-use, as you are likely working with people of all experience levels.
When a client has booked their venue, take some time to perform a walkthrough and get familiar with their layout. When using digital floorplan tools, the 3D viewing options are terrific for virtual walkthroughs as well! Remember to discuss venue specifics with the coordinator to see if there are any requirements for a floorplan, especially considering the logistics of the catering team’s needs.
Be prepared for the floorplan to be tweaked throughout the planning process, as vendors are hired and the client brings new ideas to the table. Creating the floorplan early on allows you to be flexible with changes and become more familiar with the layout for event day execution.
Of Possible Interest:
Heather Rouffe is the Director of Sales and Partner of Atlas Event Rental, a full-service event rental company serving the Southern Florida market for over 30 years. Recently named one of the top 30 rental companies in the US by Special Events Magazine, Atlas provides top quality products and unparalleled customer service to each and every customer.