Greetings to everyone, our post last week was an
announcement of upcoming features on this blog. Yes we are introducing two new
pages for Event News and Event
People. We aim to enrich the blog content to ensure your satisfaction while
you are on this blog. And should you find anything offensive, inappropriate, incorrect,
interesting or have a suggestion, please send us a feedback.
Today let us look at the interesting area of Event floor
planning.
A Floor Plan is the arrangement or layout of the event
venue depicting the guest seating area, Open area for networking, dancing, or
discussions; bar, kitchen, conveniences, stages, fire extinguishers and exits;
dining or catering area; car park and any other activity that will be held
during your event.
The floor plan is important for some of the following
reasons
1.
It
enables the Event planner to communicate his/her ideas effectively to the team,
owner, vendors and other stakeholders.
2.
To guide
the planner in identifying areas of high traffic and major activity areas during
the event.
3.
Gives
room for safety and security planning
during the event
4.
Could
serve as a guide for guest in case of emergency if relevant portion of the plan
is printed as a handbill and distributed to guests
5.
It
maps out the entire layout making it easy for changes to be made quickly.
6.
Based
on the plan, guest can be allocated seats easily and changes can also be made
easily.
7.
The
floor plan provides a framework for contingency planning
To determine the best floor plan for your event, you
may wish to consider the following
a.
The
size of space available at the event venue.
b.
The
number of guests or attendees that is expected at the event
c.
The
type of activities that will be taking place at the event
d.
An Understanding
of how people move about.
e.
The
location of the conveniences
f.
Examine
some common layouts that has been used in similar events (http://tweetwall.com/blog/determining-the-best-floor-plan-for-your-conference/)
To create a flow plan may be as simple as using a
pencil and a paper to draw sketches of your proposed design. However software technology
has also made it possible to use 3D design aids to generate photorealistic
event floor plans. These software have even gone beyond just floor plan design
to provide other things like
i.
Event
menus
ii.
Event
project plans
iii.
Event
flyers and signs
iv.
Catering
plans
v.
Exhibit
plans
vi.
Guest
List and Seating charts
vii.
RSVP
Status, Meal Choices and Contact information
viii.
Sales
Presentations
The event floor plan is similar to a building floor plan and is as
important as the event you are hosting. An event with a terrible floor plan is
extremely likely to end in disaster so paying attention to it is key to the
success of the occasion.
There are many tools out there on the internet to help you deliver that
floor plan that will win that business for you. Go for the right tools and you
will be glad you did. Alternatively you may engage the services of a consultant
to help you get the right tool for your organisation.
If you make very interesting findings, please be kind enough to share
it with us.
Have a good week ahead.
