How to Design a Room Layout for an Event

Planning an event can range from contacting guests to making arrangements with several vendors. Many details need to be considered to create an experience that guests will enjoy. Designing an effective room layout for an event will both help you manage the details of the event and maximize the space available. Does this Spark an idea?

Instructions

Steps to designing room layout

1

Secure measurements of the room or request dimensions from the facility. These should include measurements of each wall, any built in stations such as bars or a stage, or any space that will be utilized during the event and open to guests. Determining the available area will assist in placement of items for the event.

2

Determine the guest count, catering and beverage needs and theme for the event. The number of guests will determine whether the room is large enough and the seating arrangements. Catering and beverage choices will determine whether these items are located within the room or set up is completed in an adjoining room and served to guests using waiters. If a theme is part of the event, elements of the theme may need to be executed as part of the layout. Include a list of any items that are being rented from a third-party supplier that will need to be set up inside the room.

3

Obtain a schematic, or technical drawing, of the room, if available. If a schematic is not available, create a hand-drawn map. Use the schematic to begin inserting the elements needed in the room, including tables, chairs, bars, food stations, placement of collateral materials such as banners or easel-mounted signage, music station, audio-visual equipment or any other activities that may occur during the event. There is software such as Event Pro that can also assist in creating a visual representation of the room and the event.

4

Design the room to provide easy accessibility to all activities during the event. Tables typically should not be placed in front of features such as the bar, food stations or entertainment. Allow approximately 8 feet for each bar area along with 8 feet in front of the bar for guests to form a line.

Tables generally are placed in the middle to the back of the room if a dance floor is set up or placed in a formation to allow for food and beverage to be placed along the perimeter of the room. Leave approximately 8 feet for each food station along with about 3 feet in front of the food station if serving buffet style. Allow for food stations to be approximately 10 feet from tables. Provide seating for all guests if the event is formal and provide seating for 50 to 75 percent of guests if the event is informal. Never block or obstruct exits with tables, chairs or activities. Leave a minimum of 10 feet of space from exit areas or kitchen areas or if using a facility, consult with the manager regarding how much space should be left unused near exits.

5

Stationary activities such as music should be in a front corner of the room, away from tables. Roaming activities should be planned so that guests can easily move through the tables. Leave approximately 3 to 4 feet between tables for guests to move around easily and any roaming activities to run smoothly.