Event Floorplan Software Guide - Allseated

The ability to design event floorplans and work remotely with vendor teams and clients using 3D floorplan software is critical to the continued success of event businesses.

If you are looking to better understand Allseated’s floorplan software and how designing floorplans online can streamline processes and allow you to plan events remotely from anywhere, below are some of our favorite Allseated event floorplan software features and 3D floorplan design highlights.

Easily Design Event Floorplans To-Scale

With all wedding floorplans designed to scale in 2D with the ability to view in 3D, event professionals love collaborating within Allseated to create layouts. It is very easy to customize details and most importantly, ensure accuracy.

Did you know that one in every ten events in America is created in the Allseated platform? As such, most venues already have their event floorplan templates uploaded into the Allseated platform. If someone else held an event at the same venue and used Allseated, the floorplan is stored and ready to be used by you! If you have any changes to the existing event floorplan, we can accommodate you.

If the floorplan template isn’t already in Allseated, there are three main details we need from you to upload your floorplan:

  1. The name and address of your venue
  2. Dimensions of the event space
  3. Perimeter walls of the event space

We require the name and address of the venue so we can keep track of it and thus give you access to it. We also search the address in our database before building your floorplan to ensure the venue is not already in Allseated.

We need the dimensions of the event space in order to get the event floorplan built to-scale. And, we need perimeter walls of the space because that shows us the parameters of the dimensions and allows us to scale the floorplan.

Let’s say you have the map of the event floorplan, You can upload your floorplan from within your Allseated account using the Floorplans Wizard. We take your event floorplans and then scale them, remove the tables and other movable objects, and convert them into a file type that can be viewed in 2D and 3D.

Once you upload the floorplan, the process of building your floorplan takes 24-72 hours depending on which package you selected during the upload process. Just hang tight and we will email you again once it’s ready!

How to Find Your Floorplan

If you registered on the Allseated site as a venue, the wedding floorplans are in your account and you can create an event! Simply go to Seating, click New, then click Venue Hall, and select the wedding floorplan you want to work with for your event. You will need to give the floorplan a name, and then click Finish.

If you registered as a planner, caterer, or host, you need to create or go into your event, click on Add Venue, and search for the name of your venue. From there go to Seating, click New, then click Venue Hall, and select the floorplan you want to work with for your event. You will need to give the wedding floorplan a name, and then click Finish.

You only want to register as a venue if you are an employee of the venue.

Get Started with AllSeated now!

Are you an event planner who will be doing multiple events at multiple venues? Register as a planner.

Are you a caterer? Register as a caterer.

Are you a bride, groom, or someone who is hosting an event? Then host is the user type for you!

Whatever way you register, you’ll have access to the floorplans you sent in. If you register as a host, planner, or caterer you’ll have access to the thousands of venues available on the site already.

Having an Outdoor Event?

Allseated can create outdoor floorplans to-scale! We can work with Google Maps screen shots or *overhead* photographs as long as they have at least one accurate dimension included. We can also work with hand drawn diagrams but please be aware that if the drawing itself isn’t to scale, we need the area dimensions in order to produce an accurate diagram! You can upload your outdoor floorplan using the Floorplan Wizard.


Floorplan Design Features 

There are many features available to users when designing event floorplans using Allseated event layout software.

Using Allseated to design a floorplan you can: 

  • Select your tables, chairs, objects, and furniture
  • Customize spacing
  • Join tables and/or knock off chairs
  • Include spacing for dance floors and entertainment areas
  • Mark exits within the layout
  • List any planning details and/or notes directly within the floorplan
  • Save favorite objects and templates for future layouts
  • Create custom groups and save to favorites
  • Upload files (including JPG, PNG, PDF) to floorplan

Building Event Floorplans in Allseated

In the seating tab, click on the new floorplan button. And on the left, you have two options: venue or custom. “Custom” lets you create a basic square or rectangle. But when you click “Venue”, it will give you the option to choose between the floorplans that we built and scaled for that specific venue.

Once you are ready to start working on the floorplan, click the Objects tab. If it’s your first time in the system, it will open up in the library.

You have the ability to create a favorites library by clicking the star to the left of an item. When you change your view, from library to favorites, it will pull up only the objects that you’ve starred.

Once you are ready to start placing objects, it’s a click and click system. You click to pick it up and click to put it down. Each time you put a table down on the floor, when you click on it,  a box will pop up. You have the ability to give it a name and you can change the table type, the color, the table number, and the chair orientation.

If you’re looking to change the number of chairs around the table or the positioning of the chairs, use the Chairs tab in the top right corner of the box. You can also clone a table.  If you’re on a Mac, use Command C, Command V to clone.  If you’re on a PC, it’s Ctrl C Ctrl V.

You can also click and drag your mouse around the entire selection so that they’re all highlighted where you can switch out tables, change colors, rotate, and clone the whole group. You can also space them out equally. If you don’t want to have to re-space and realign everything, you have the option to set your minimum distance between the tables.

Toolbars Available When Designing Floorplans In Allseated

There are two toolbars to work with within your event. T T is a text tool, you can place text anywhere on the floor, it floats on your mouse and you just click to put it down.  You can also put text outside of your floorplan to act as notes for different vendors. When you print or download it as a PDF, all of this information is available to you altogether.

Next, we have a square drawing tool and a circle drawing tool. These are for any custom shapes using a square or a circle like a stage or dance floor. To choose the shape that you’re using, use the drawing icon and click to start drawing, and click to put it down. Once you put it down, you get a box that pops up to label this. You can change the size and the color of the label, or hide the label altogether. You can also hide the dimensions. You have the ability to change the dimensions manually, and add a height to your item. As a reminder, you can clone this item, rotate it, change the color, and lock it in its place. Locking items in place allows you to put items on top and the locked item will stay as it is.

The square drawing tool can help you to import an image onto a floorplan. You can import your client’s logo, or if it’s a social event, maybe the client’s monogram. To do this, draw the shape, and instead of filling it out with a label and changing the size, you click Upload file. You choose which file you’re uploading. Once you upload the file, you have the ability to crop it, resize it, or make it look like a watermark. You can also lock it in its place.

The line drawing tool makes the floorplan easier to read.

The chair tool lets you create bulk theater-style seating. You can choose the shape, number of rows, number of chairs per row, the type of chair, and the distance between chairs and rows. You also have the ability to remove chairs from the center to create an aisle. And you go through and edit, the chair count is continuously updating at the top and at the bottom of the box.

The last tool on this toolbar is for air walls or pipe and drapes. You will click to start drawing and click to put it down. And once you put it down, you have the ability to choose if you want it to represent an air wall or pipe and drape. You can change the distance, the height, and the color.

That brings us to the toolbar at the top. The backward arrow is to undo. This will undo what you did step by step. The I tells you how many tables you have, how many chairs you have, and how many theater-style seats you have. The icon that looks like a robot is your template option. This will help you to save this layout to reuse in this room. This is a great way to create a recurring event.

When you click on the ruler there are three icons. The first one is to add a ruler onto the floor. You can click and drag to measure between any two points. The second ruler is to delete the rulers. You can print with measurements showing if needed. Next, you can choose your minimum distance, the unit that you’re using, and the chair type. We also have a grid. If you prefer to work in a grid setting, it’s a great way to see the distances between your walls and items in the floorplan. Again, if you print with this grid turned on, it will print turned on.

The object displays give you the ability to show or hide table names and numbers, and chair numbers.

You can show the table occupancy, which will come into play with the guest list and the seating.

Seat count shows the number of chairs at each table. With the seat count and table occupancy, you can see the number of seated guests vs. the total number of guests on your list. There is also a re-number option if using the custom table numbering feature. The pie chart color-coordinates the tables. There is also the option to print or save your floorplan as a PDF.

Another great feature is Allseated’s 3D view. Every floorplan layout can be viewed in 3D with options to view in bird’s eye or first-person view.

Auto Layout 

Auto layout is the quickest and most convenient way to place tables. When you hover your mouse over any object in the library, or in your favorites, there is a little icon in the bottom right corner that will say auto layout.  When you click that, it will give you shapes and distances.

Once you select what shape you want, and the distance between your tables you would like, move your mouse to the floorplan. Here you will click and drag over the space that you want to cover with tables. It will automatically populate with those tables. When you let go, objects are still selected because you can still choose different shapes or different distances within the floorplan. If you click OK, all the tables are released, and they’ll go back to acting as individual tables.

The square and banquet tables work the same way. You can either remove chairs from the ends and push them together for one long table. Or, you can place the three tables on the floor. Instead of removing the chairs, you can simply select all three tables, and choose the join option, which will automatically turn the table into one long table with one table number. As a reminder, this will have the same editing capabilities as any other object and all seated.

It’s possible to also differentiate between tables with seats and tables without seats. In the library, there are tables with no seats. You can put these on your floorplan to represent a buffet, a cake table, or a registration table.

Floorplans Tab Icons 

The pencil lets you edit what you created. This allows you to change the name or change the room. Keep in mind if you change the room, the scale for all items used will change. The next icon,  a double paper with a plus, duplicates your floor plan.

The lock icon makes your floorplan private. If you have invited someone into the event and you make it private, they will not be able to see it.

“The X” deletes your floor plan.

The forward arrow gives a link to share the floorplan. You can send this link to anyone who is not in the system and they will be able to view it.  Allseated allows you to collaborate in real-time so that anyone with the link can see edits immediately.

Allseated Physical Distance Tool

Allseated has launched a revolutionary new technology that enables the creation of social distance floorplans providing the Events Industry with a path to safely reopen as COVID-19 restrictions are eased. This physical distance tool for floorplans allows planners, venues and other event stakeholders to plan event layouts incorporating new social-distancing guidelines, and dynamically ascertain new room capacities, ingress and egress, and foodservice protocols while ensuring the safety of event guests and staff as paramount. 

With Allseated’s Physical Distancing Tool, you can:

  • Give clients confidence by designing floorplans with guest and staff safety at forefront
  • Create layouts to meet distancing guidelines to run a safe distance event.
  • Visualize the event floorplan with distancing in place.
  • Better understand how new guidelines will affect capacity.

The Physical Distance Tool was recently featured during a segment with NBC News NOW to discuss how Allseated’s event technology is assisting wedding venues, planners, and clients open back up and get back to planning events safely.

3D Floorplan Software 

A major benefit to designing wedding floorplans online using Allseated’s 3D floorplan software is the ability to view floorplans in 2D and 3D. At any time during the online floorplan design process, easily, it’s easy to switch from 2D viewing to 3D viewing to take a virtual walkthrough of the layout.

The 3D viewing options include Bird’s Eye viewing which allows you to see your event floorplan in 3D from an above view. It’s also possible to virtually walk through the online floorplan layout in 3D via 1st Person View as if you were taking a virtual walkthrough of your event floorplan layout. The many varieties of 3D floorplan viewing options help to ensure that you’re 100% satisfied with the layout during the design process. This makes the day of the event seamless, accurate, and in line with your event vision.


Shareable Link to Floorplan

With a shareable link that is easily generated from a floorplan, you are able to send the event floorplan to someone without having them listed as a user for the event. This allows them to view the 2D/3D layout and move around the room without ability to make any changes.

 

Objects Library 

In addition to a vast standard object library (including a wide range of tables and chairs based upon the industry standards),  Allseated also has several furniture rental partnerships.

The furniture partnerships include the two largest national rental companies, AFR and CORT. This allows users to choose from a large selection of event furniture items when designing their event floorplans online. All event furniture renders beautifully in 3D.

Private Collections

It is possible to have custom items rendered and uploaded as a private collection in Allseated. The private collection option allows your team and clients to work with your in-house inventory when designing floorplans using the Allseated virtual events platform for their events.

3D Floorplan Designer Tools

Allseated’s floorplan design software for events includes designer tools that provide enhanced visualization for tabletop and buffet displays to-scale within the wedding seating chart and wedding floorplans. The designer tool options include place settings, flowers, centerpieces, linens, and buffet pieces, with many more objects to come.

The designer tools offer enhanced visualization and accuracy, making the collaboration process for vendors and clients much more efficient. Florists, rental companies, and event designers use the designer tools along with clients to collaborate efficiently and accurately to design the best tabletop layouts for an event.

As an added bonus, vendors love to use Allseated for the event check-in software made available by Allseated’s Day of Mobile Check In App. The Mobile Event App for tablets offers a mobile check-in system including:

  • Ability to view floorplan diagrams in both 2D and 3D
  • Access to the master seating chart
  • Realtime collaboration
  • Live check-in updates
  • Overview of check-in status

Having access to the event floorplan onsite allows vendors to view the layout along with the seating chart during set up while also giving a planner, for example, the ability to digitally check guests into the event. The event check-in software will also allow you to tell a guest where they will be seating while also helping to keep track of who is in attendance. The Allseated Day Of Mobile App makes the process of checking in guests simple, organized, and efficient.

 

Learn about Allseated’s seating chart tools and features here.

FAQ

Designer Tool

Allseated's 3D Designer Tool is a Scaled Table & Buffet Builder. It shows you exactly what can fit on a tabletop, so there is no more guesswork around how the tabletop layout will look on the day of your event. Choose from a library of items including tableware, silverware, glassware, buffet pieces, center pieces, and linens.

Create Awesome Floorplans in Minutes!

Build your floorplans in minutes using a few simple tools. Join tables, knock off chairs and save templates for future events. Get access to thousands of scaled floorplans already in our library and watch our 3D viewing bring it all to life - it's spectacular!

Collaborate With Ease!

How amazing to share the details of your event with your entire team! No more PDF’s means no more mixing up versions. For the first time, you can have everything available in one place, all updated in real-time.