When it comes time to develop the event floor plan layout, wedding planners and event designers are eager to tackle the task! It allows us the opportunity to transform a venue into a unique creation for our clients. For Novalee Events Co, our approach is never to simply line tables in rows and call it a day. Rather, we perceive the venue as a slate to creatively maximize the design. However, if you have not invested in an event planner—and by the way, why haven’t you?? Wedding planners make your day even that much more amazing!—our team has composed a list of our favorite tips and suggestions to help you create a floor plan that you and your guests will love!
1) KNOW YOUR SPACE
To understand the space that you are working with ask the venue coordinator to send you a floor diagram with the dimensions of the venue. However, don’t stop there, do some extra legwork and schedule a venue walkthrough to scope out the wedding reception area. Site visits are a pivotal task in laying out the perfect flow and logistically functional floor plan. Knowing where the electrical outlets are located, ceiling heights, exit doors, bathrooms, kitchen location and architectural elements allow you to create a fast and effective floor layout on the event day. As a wedding planner, the last thing we want to be doing is mulling through these obstacles last minute.
2) STRETCH THE CREATIVE MIND
Get creative with the shape of the reception venue by incorporating the room layout into the event design. Challenge yourself by curating an attractive and interesting table and design layout. It will be pleasing to the eye and your guests will be pleasantly intrigued by an intentionally unique reception floor plan creation.
3) PURPOSEFUL PLACEMENT
The DJ not only oversees the music, but he/she also motivates the crowd. Guests need to see the DJ in action! Your DJ is also most often the master of ceremonies—the MC—hence, placing them closer to the dance floor is essential to raise the energy of the crowd.
In addition, dancing and music will be the focal point of your wedding reception. The dance floor and entertainment should be centrally located for all guests to enjoy and view. By doing so, you are enabling guests to observe many of the key moments that occur during the celebration.
Other wedding entertainment tips:
- Pay careful attention to the dimensions of the dance floor. Too big and it appears empty. Too small and guests are cramped.
- It is always recommended to make a clear path to the dance floor. You do not want your guests left wondering where the dancing is!
- Plan to have the bar close to the dance floor as you do not want guests circulating away from the center attraction.
- Be mindful of where the loudspeakers are placed as they may be too loud for certain guests.
- If your dance floor is not centrally located and you are not able to move the dance floor, build your reception layout around the dance floor.
4) GENRE OF TABLES
Consider the genre of tables that you want at your wedding reception. Will you and your newly married spouse prefer to sit at a sweetheart table, a king’s table or a traditional bridal party table? Will your guests be seated at round tables, rectangular tables, or a mix of both? Once you have the types of tables you want, you can then begin to plot them out on the floor layout. After all is plotted, you can now focus on who sits where and with whom!
During this process, the most important factor to consider is guest visibility. Do all your guests have visibility of the newlyweds and key wedding moments? Your guests came to celebrate your nuptials and they are eager to see the celebratory moments throughout the evening!
5) EASE OF FLOW
When creating the floor plan, movement and flow are essential factors to keep in mind. By allowing guests an optimal free flow of movement, you have created a layout that enhances the wedding guest experience. A well-developed floor plan will help you determine, in advance, any potential traffic jams. For example, if you have the bar located too close to the coat check closet or the place card display, you will likely have just created a potentially congested area – that, quite honestly, no one wants to be a part of. Novalee Events Co recommendation: when arranging the floor plan, pay close attention to how guests will circulate. Is there an ease of flow? Is the bar, restrooms, and the dance floor easily accessible? A successful wedding reception floor plan creates a comfortable flow as guests mingle throughout the evening to dance, drink and eat!
Other tips to avoid congestion:
- Be mindful of guests with wheelchairs.
- If having a larger guest list, entertain having a second satellite bar.
- Position the tables 5 feet apart.
In summary⏤For the love of all things wedding-wonderful, do not overlook your wedding venue floor plan design! It plays a key role in creating a celebration setting for a stunning event and an over-the-top amazing guest experience!
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