Creating a thorough and scaled room diagram is one component of the event planning process that will contribute to an event’s success and ease. Large-scale corporate events oftentimes have many components from an intricate stage design and entertainers to large seating arrangements and food stations. Ensuring that all of these aspects will fit into one space is vital, and will avoid complications on the day of the event. Even more, with the advent of programs such as Social Tables, creating accurate and detailed diagrams has never been easier!
The ultimate goal of creating room layouts is to make sure everything will fit. Mentally imagining the layout of the room during a site visit will not suffice, as you will find there are many components to take into account. For instance, in most cases, audio and visual equipment take up a significant portion of space especially for a large production. Creating room layouts will also avoid any unforeseen problems on the day of the event. For example, if not properly considered, furniture could end up blocking projections onto a screen or guests at particular tables won’t be able to see the stage or screen. Put yourself in the shoes of every vendor and guest when creating your layout. Be sure all of their needs will be met logistically.
Setting up a room layout also aids in much of the behind the scenes work that goes into a large production including the huge amount of cable lines and power sources needed. With a room layout you can depict where your power sources are and where your cables will have to stretch to reach the equipment in a safe manner. In addition, it will allow you to plan out your cable paths effectively, without having to hide cables at the last minute.
Scaled room diagrams also assist in creating seating arrangements that will maximize your space and achieve your event’s goals. There are many different seating styles ranging from banquet, theatre, and classroom style to even something less traditional. Every seating style takes up a different amount of space and depending on your guest count, can even limit your options in a space. For this reason, creating a room diagram will allow you to visualize your options to fit your tables and chairs comfortably.
The importance of designing an effective room layout extends far beyond the room itself. It allows everyone in the planning process to be on the same page from the event planners to the vendors and venue. It will also save you time as an event planner by avoiding unforeseen problems, and henceforth can even save you money. Contact Eventrics today for full event planning services for your next corporate or social event or meeting!