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.