Consider mapping the room layout in terms of architecture and construction – you can’t just begin work on a building without a set of blueprints, can you? The blueprints act as a map and outline what the intended structure should be. In the event planning and design industry, the room layout is essentially the event planner’s set of blueprints.
Still not convinced that preparing a room layout is essential? Here are some reasons why it really matters:
· Will everything fit? Whether you’re planning a wedding, bar mitzvah, fashion show, or corporate event, chances are you’re going to have tables, chairs, props, and other large pieces that will need to fit within the space. A room layout will help you gauge how much space you actually have.
· Do you have rear projection? A room layout of the venue not only helps you understand how much space you have to work with but will give you a better idea of the best place to set up for rear projection and backstage areas, if needed.
· What kind of seating do you have? Most events have seating for guests, but the type of seating will be determined by the amount of space available in the room. Will you need to arrange chairs in rows or can you scatter them?
· Can the guests see everything? A detailed room layout map will show you exact guest sightlines. This is particularly important for awards ceremonies, concerts, weddings, and fashion shows. Mapping it out lets you figure out exactly where projectors, stages, and seating should go without blocking anyone’s view. You’ll also be able to tell if any room obstructions will get in the way.
Of course, these aren’t the only reasons why a room layout is important during the planning stages of an event. Event management is all about preparation and mapping out the room layout will benefit everyone from the design and technology management team to the host and guests.