How do you plan an event floor layout?
- Pay attention to the floor’s measurements
- Get the final headcount of attendees
- Ensure sightlines are adequate
- Plan high-traffic routes and practicalities
- Ensure the floor layout is safe
To put an event on the road to success and generate the forecasted revenue, organizers and planners need to be committed to each step of the process, which may be tedious and includes event floor planning
. These steps range from ensuring the safety of your attendees through floor plan safety compliance to performing a walkthrough prior to the occasion. Here are some guidelines to an effective and streamlined event floor plan for your next big business function.
Pay Attention To The Floor’s Measurements
Never miss out on the critical measurements of the venue’s floor. You must know the size and layout of the prospective venue to ensure the number of attendees, as well as the production areas, can be accommodated. If need be, perform ocular visits
to have an idea of how the space looks in reality rather than basing your decisions solely on measurements.
When it comes to the venue setup, having an idea of the room dimensions will let you know if a certain concept is possible or not. If you are struggling with capacity but unwilling to compromise on the layout of the space, look for partitioned spaces. World Trade Center Metro Manila offers meeting rooms that can accommodate up to 600 attendees at a time for big corporate events or gatherings. Moreover, the spaces can be partitioned into smaller rooms for smaller sessions.
Get the Final Headcount of Attendees
The number of people attending
the event has a huge impact on the final layout or venue chosen. With the number of layout options you have curated, it is frustrating to settle for the less attractive choice due to space constraints. If your event requires a smaller attendee number to earn the marketing return on the investment you prepared for, then it means the seating arrangements offer greater flexibility.
Conversely, you must consider the chances of an influx of attendees who did not pre-register. Generally, for event planners, more attendees mean more revenue. Thus, you would want a venue with partitions that can easily be folded to open more space. In these situations, you should be ready to call for backup resources such as buffet services and freebies.
Ensure Sightlines are Adequate
No audience would want to attend an event or conference with little to no sightlines
to the stage. To resolve this, you have two options. You can either allocate a huge space for a three-step stage or elevate rows of seats.
One factor to consider is the space the stage will occupy, especially if you are already having difficulty accommodating all the attendees. To help you decide, determine whether a stage is necessary for the event or if elevating seats presents the best option. For panel discussions, you will definitely need a wide stage for the furniture setup such as the center table and couches or single plush seats. Otherwise, a small stage can accommodate podium-style setups.
Plan High-traffic Routes and Practicalities
The route and open space should depend on the type of event. If you are planning to hold a retail exhibition, make sure there is ample space for walking. Attendees will naturally take their time walking around the venue to check out the products
. With this, it is necessary to create routes for every activity through the event space and indicate the best routes to go around the venue. In addition, signages, event staffs, or maps are helpful and most efficient in organizing the traffic routes.
Ensure the Floor Layout is Safe
Apart from the measurement being a critical factor in holding a successful event, you must also put great consideration on the safety of your attendees. Adhere to health and safety guidelines to ensure the layout of the event space is safe. Moreover, eliminate door barricades and avoid booth setups near doorways in case of emergency.
Communicate with the venue regarding the floor space's capacity limits, emergency exit routes
, and other factors relating to the safety of the attendees to ensure the layout remains open and accessible. Assemble all points of entry and exit, and inform attendees about them at the beginning of the event to guarantee everyone’s safety.
Now you have a grasp on safety guidelines and vital factors to consider when it comes to event floor planning. You will have a higher chance of obtaining your event objectives
and the marketing ROI you are hoping for. Indeed, event organization and planning are exciting and fulfilling duties. Especially if you get feedbacks that are more than what you expected.