How to Create an Effective Event Layout and Floor Plan

March 21, 2023 Jessica Stewart

The value of the global events industry should reach $1,553 billion by 2028. After the online-only events of the last few years, in-person events are finally back in full swing.

But as you and your attendees step out from behind your screens and into the real world, a well-designed event layout will become a priority once more. This is the only way to prevent overcrowding while also making full use of all available space at your chosen venue.

Let's take a look at how to ensure that your event layout is as effective as possible.

Request Digital Event Venue Floor Plans

Knowing how to choose a venue is key to the process of planning a successful event. But when an in-person tour isn't possible, ask for a digital venue floor plan. Even if you have toured the space, having a digital floor plan makes it easier to decide on a final event layout.

You can then use an event layout tool to see your plans come to life on screen. Having a digital plan in place also makes it easier to share the event layout with attendees via an app. This then allows them to make any necessary preparations ahead of time.

Set Clear Event Goals

Use your event setup as a template for creating the right atmosphere and achieving your event goals.

Your event plan might include room exhibitions, talks, demos, or other special activities. But whatever specific features your event involves, everything must refer back to your goals. This then encourages target behaviors and ensures that your event is memorable for all the right reasons.

Design Traffic Routes

Once your headcount and seating charts are in place, you'll need to anticipate event traffic flow. This means considering how attendees will use and move through check-in desks, aisles, access points, restroom exits, and more.

From there, aim to create a comfortable space with plenty of organic movement. But, one that also balances comfort, safety, practicality, and full ADA compliance. It's not easy, but it's worth it to avoid overcrowding, attendees getting lost, inaccessible activities, and other obstacles to the successful event experience you're trying to create.

Integrate Refreshments

Refreshment availability and accessibility within your layout can also help to make your event a big success. Reasonable lines and waiting times are a must for keeping event traffic flowing and your attendees happy. Likewise, placing refreshment tables, buffets, and bars away from busy zones, exits, and waiting areas will avoid overcrowding.

Another factor to consider is that 36 percent of Americans now have dietary restrictions, including allergies. As such, your event refreshment layouts should avoid any possibility of cross-contamination.

Your Guide to Creating an Effective Event Layout

When there are so many moving parts to a successful event, designing a floor plan can be a difficult task.

But with these tips to guide you, it should now be a lot easier for you to create an effective event layout for upcoming expos, conferences, and more.

If you're looking to up your event-planning game, make sure to attend this year's Event Planner Expo! Get your tickets here!

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