How to create event floorplans for business success

In the events industry, floorplans are more than just simple diagrams – they are essential tools for event professionals of any kind. From improving team efficiency to landing new clients, these designs and documents play a crucial role in the success of any event business.

In this article, we’ll give an overview of the different types of floorplans used in event businesses, the value of accurate and detailed floorplans, and how you can use them to land more leads, delight clients, and keep your team on track.

Planning Pod’s end-to-end event management platform allows you to create custom event floorplans and room setups that wow clients and keep event stakeholders in-the-know. Get started today!

Types of Floorplans

Architectural Floorplans

Architectural floorplans provide a foundational understanding of the physical space available for an event. This information is crucial for various aspects of the event management process, including:

• Venue Selection: When scouting potential venues, architectural floorplans help prospective clients and/or event planners assess the suitability of the space based on factors like size, layout, and accessibility.
• Space Allocation: These floorplans go a long way in determining how different event equipment and elements (seating, stages, or food stations, to name a few) can be effectively arranged within the available space.
• Safety and Security: Architectural floorplans are also essential for identifying potential safety hazards (perhaps a narrow corridor or limited exits) and developing evacuation plans – a critical measure for any event venue.
• Accessibility Planning: This type of floorplan also helps ensure that a venue is accessible to all attendees (including those with disabilities) by identifying features like ramps, elevators, and accessible restrooms.

Site Floorplans

Site floorplans go beyond architecture by providing a broader context for the event in showcasing the exterior of a venue and what surrounds it. This information is valuable for a number of reasons: 

• Traffic Management: Site floorplans help event planners coordinate with staff (and sometimes event local authorities) to manage traffic flow, parking, and transportation arrangements.
• Outdoor Activities: If an event includes outdoor activities, site floorplans are critical to planning the layout of tents, stages, and other elements.
• Security Planning: Event site floorplans can also be used to identify potential security vulnerabilities, like blind spots or unauthorized access points.
• Emergency Response: This type of floorplan is essential for coordinating emergency response efforts in case of accidents or incidents (and we certainly all know it pays to plan ahead for the unexpected).

Furniture Layout Floorplans

Furniture layout floorplans enable event pros to create both a functional and aesthetically pleasing event space. Through this type of floorplan, event pros can:

• Optimize Space Utilization: By visualizing the placement of furniture, equipment, and other elements, planners and coordinators can ensure that the space is used efficiently and effectively.
• Create a Comfortable Atmosphere: Furniture layout floorplans help create a comfortable and inviting atmosphere for attendees and guests. They determine seating arrangements, aisle widths, foot traffic flow – you name it.
• Accommodate Special Needs: These floorplans can also be used to accommodate the needs of attendees with disabilities by ensuring that there is adequate space for wheelchairs and assistive devices.
• Enhance Event Aesthetics: In order to create a visually appealing event space, event pros can use furniture layout floorplans to identify design factors like color schemes and lighting.

The Value of Accurate and Detailed Event Floorplans

Visual Communication

Floorplans offer a powerful tool for conveying spatial information to clients, vendors, and staff in a clear and concise manner. By presenting a visual representation of a space, floorplans eliminate the need for lengthy verbal descriptions or abstract concepts, drastically simplifying communication across event stakeholders. This visual clarity ensures that everyone involved in the event has a shared mental image of the layout.

Planning and Design

Event floorplans are indispensable for event planners, given that they allow for meticulous visualization and planning of an event layout. By examining architectural floorplans, planners can assess the suitability of different spaces for specific activities, identify potential conflicts or bottlenecks, and ensure that all elements of the event fit harmoniously within the available space. This proactive approach helps prevent logistical issues and ensures a smooth event experience for everyone involved.

Safety and Security

Floorplans play a crucial role in safeguarding the well-being of attendees and staff. By analyzing floorplans, event organizers can identify potential safety hazards, such as narrow corridors, limited exits, or obstructions. This information enables the development of evacuation plans and emergency procedures, ensuring that attendees can be safely and efficiently removed from the venue in case of an emergency.

Legal and Regulatory Compliance

In many jurisdictions, architectural floorplans are actually required for obtaining permits or insurance coverage for events. These documents provide essential information about the layout and capacity of the venue, helping to ensure that any event in the designated space complies with local regulations and safety standards. By having accurate and up-to-date floorplans, event organizers can demonstrate their commitment to responsible event management and avoid potential legal issues.

Best Practices for Creating Event Floorplans

Clarity and Simplicity: Avoid overwhelming viewers with excessive detail or clutter. Stick to the core elements that are essential for understanding the layout, such as walls, doors, windows, and key furniture placements. A clean and uncluttered floorplan is easiest to interpret and most likely to effectively convey your intended message.

Accuracy: Inaccurate information can lead to logistical problems, wasted resources, and potential safety hazards. Make sure your floorplans are to-scale, use reliable measuring tools and double-check all measurements to guarantee the accuracy of your floorplans.

Visual Appeal: Utilize colors, symbols, and legends to differentiate between different elements and make the floorplan more engaging. Consistent use of color coding can also help viewers quickly identify specific areas or features.

Software and Tools: Investing in specialized software or tools designed for creating properly scaled floorplans can significantly streamline the process and improve the quality of your results. These tools offer features like automatic dimensioning, symbol libraries, and collaboration capabilities, making it easier to create professional-looking floorplans.

NOTE: Planning Pod can be customized to include digital floorplan tools for your event business, making it quick and easy to generate accurate and compelling layouts of your event space. Explore floorplans here >>

Regular Updates: As your event business or venue evolves, it’s crucial to update your floorplans accordingly. Changes in the layout, furniture arrangements, or other elements may necessitate revisions over time. 

Landing More Leads with Floorplans

If you haven’t already thought about leveraging floorplans as a tool for attracting leads, it’s time to think again. 

Floorplans serve as powerful visual assets that can significantly enhance the marketing materials for your event business. If you’re an event venue, consider incorporating floorplans into your websites, brochures, and proposals so you can provide potential clients with a tangible representation of your event space. This visual aid goes a long way in helping clients envision the event layout, understand the potential for customization, and appreciate the attention to detail that you offer.

In today’s competitive event landscape, it’s no secret that differentiating your event business from the competition is crucial. One way to do that? Showcasing detailed floorplans. While many competitors may provide basic information about their event spaces, you can display your commitment to providing a comprehensive and personalized service by offering up your floorplans to any interested party. It might seem like a small thing, but this attention to detail demonstrates your professionalism and expertise – and ultimately makes your business more appealing to potential clients.

With Planning Pod’s comprehensive event management platform, you can easily design detailed floorplans and room layouts that impress clients and keep vendors and staff on the same page. Get started today!