What is a floor plan?
A floor plan is a diagram of the layout of your event venue complete with tables, chairs, dance floor, lounge furniture, bars, buffets and anything else that needs to go into the space. It shows you where everything goes–from the number of chairs per table, to table numbers or names, to where the cocktail space will be. Ideally, it shows a scale version of where everything fits best so that there are no surprises on the event day. Note that some, less tech-savvy vendors still draw floor plans by hand, so they’re hoping and praying that everything fits on the event day. I don’t do that!
Who should create your floor plan?
A great floor plan is a collaboration between your planner, caterer/venue, and decorator. Each has their own unique needs, so failure to consult with one may result in problems the day of the event. It’s important to ensure that each vendor has space for the exact equipment that they will need onsite.
Some common items that can be overlooked when creating a floor plan are: a table for gifts, a small table for wine and challah for the Kiddush, table for your DJ, a table for the photo booth and a table for escort cards. If you don’t have the right number of tables in advance, you won’t have the correct number of table linens on the event day, so be careful! Double check your contracts or with your vendors to ensure that they have the tables/chairs necessary to do their job.
Why is a floor plan so important?
Prior planning prevents problems onsite. A floor plan is the best way to ensure everything has its place onsite, that the event has a good flow and that your guests have the environment for a rockin party. When your vendor teams knows whose stuff goes where and they’ve approved the floor plan ahead of the event, the set up will go smoothly and eveyone will be ready to party for your child’s Bar or Bat Mitzvah.
I had a blast working Gabriela’s family for her globally inspired travel-themed Bat Mitzvah party at VisArts in Rockville. Her family wanted a rustic, vintage look that still felt fresh and feminine. Gabriela loves books and loves to travel, so we worked with DaVinci to combine everything into one incredible look. Not only did VisArts look amazing, but the family and their guests arrived ready to party. If you want even more images of the special day, check out the full portfolio.
For her candle lighting, Gabriela used Moroccan-style lanterns.
Guest sat at farm tables which were filled with globes, books, flowers and greenery. Gabriela’s dad handmade the incredible directional sign which included many places special to the family and their guests.
Guests also sat at wine barrels with a glass top decorated with flower and globes.
Each centerpiece was a little bit different. These centerpieces included a vintage suitcase with floral, moss and a passport.
The evening finished up with lots of treats to feed Gabriela’s sweet tooth including make your own s’mores. Delish!
It was a pleasure to work with this family for Gabriela’s Bat Mitzvah party and they were pretty happy too:
“Brynne made this process feel very manageable and methodical. She was also never stressed out and rolled with many of our crazy questions and ideas in a very patient and open-minded way. She was ready to work with any eventuality that came up. We had some last minute switches on the day of the event and she was unflappable with letting us know she would take care of things. I could really enjoy the party because I knew Brynne had everything under control.”
– Gabriela’s Mom
Thanks to the awesome vendors who helped make it happen and mazel tov to Gabriela and her family!
Photographer: Michael Temchine Photography
Venue: VisArts (Rockville, MD)
Entertainment: Washington Talent
Catering: Catering by Seasons
Invitations: Event Prints