Venues and their event hosts are not the only ones to benefit from using a seating chart creator and digital planning tools for events. There are many benefits for the vendors involved on the event as well. AllSeated, the world’s most innovative event planning platform, provides vendors such as event planners, rental companies, photographers, caterers, and entertainment companies with a collaborative environment for working with their vendor teams on the floorplan, timelines, virtual walk-throughs and more!
If there is an event planner on an event, they would benefit from using the seating chart creator and floorplan tools in order to detail things such as the ceremony specifics, escort card table placement (adding in notes about the set up of the table within the floorplan) and any personal items such as menu cards, champagne flutes, the cake cutting knife, favors or any other personal items that may be brought to the event.
Rental companies benefit when using the floorplan tools as it provides the opportunity to display where their rentals will be placed at the venue. A breakdown of the furniture pieces to be used can be included along with a listing of tabletop items too. A rental company may also wish to take into account the entertainment company’s layout when designing their own layout for furniture so that the room is well set up for the event.
AllSeated VR image | Plaza Hotel
The caterer and/or venue may be responsible for providing and setting up the tables and linens for the event. Therefore, it is critical that they have access to the floorplan with seating chart creator so that they not only see the layout, but have access to to breakdown of table, chairs, and linens for accurate set up.
An event floorplan also assists the caterer when considering the overall flow of the room and placement of items such as the dance floor area, the cake table, and any additional tables required for the event. The caterer will take note of the details provided by each vendor as an overview for set up and execution of the event.
An entertainment company benefits from digital tools and making use of the seating chart creator to design their staging layout as well as list their dimension needs during the event. Their portion of the floorplan layout may also include their lighting equipment needs, plasma screens, photo stations areas and/or entertainment sections, sound, power, and dance floor dimensions. They may also need to include the spacing for the DJ staging booth and facade along with staging plot for instrumentation layout.
Photographers can benefit from utilizing the floorplan and seating chart creator by marking off the areas they wish to hold formal photos as well as list the time schedule for specific photos that will take place throughout the event. Since these are collaborative tools, having access to the floorplan layout worked on by the other vendors involved will help the photographer to understand the flow of the event, assisting them with time management for their photo taking tasks.
By adding a photographer’s needs to the layout, the caterer and set up team will have the photographer’s photo spots ready when needed during the event.
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