Event floor plan software allows you to create detailed event space layouts that include tables, chairs, stages, and other equipment.
This software is particularly useful for event planners and venue managers. With the help of event floor plan software, you can easily create a professional-looking floor plan. This will impress your clients, attendees, and vendors.
Read on to learn everything you need to know about event floor plan software.
What is Event Floor Plan Software?
Event floor plan software is used to design and create floor plans for events such as weddings, parties, conferences, and other gatherings. It typically includes drag-and-drop tools, 3D viewing, and other features for streamlining the arrangement of event equipment.
With event floor planning software, you can create a more accurate floor plan using precise measurements and dimensions. This can help you avoid overcrowding, insufficient seating, or lack of space.
There are many event software options available today, all with different features and functionalities. It's essential to use software that will align with your business needs. Ultimately, this software must help ensure that your event and venue management operations are a success.
What Are The Benefits of Event Floor Plan Software?
Working with the right event floor plan software has many benefits, some of which are listed below.
Saves Time and Money
One of the most significant benefits of using event floor plan software is automation. The software automates the creation of floor plans, saving event planners and managers a significant amount of time and effort.
With the software, you can easily create detailed and accurate floor plans, complete with all the necessary details, such as the location of tables, chairs, and other equipment.
There is no need to draw up and adjust diagrams manually, which can take considerable time and brain power to do. With software, you can easily adjust the plan against fluctuating guest numbers and drag and drop elements based on spatial preference or requirement. All of this without starting from scratch to create every iteration.
Generates Accurate Event Site Maps
Floor plan software for events enables you to create accurate and detailed maps of venue spaces. From here, you can see how tables and furniture fit in. You don't have to draw out a diagram or use physical markers.
This is especially useful when there are numerous event details and landscape elements to incorporate into the design. Event staff will know the location of everything when they refer to these maps.
For example, in the setup phase, the media crew will know where to stage their equipment. The catering teams will know the shortest routes to serving guests. This means less confusion overall, which is the last thing you need in the lead-up to an event.
Not only does this organization help prevent accidents during the event, but it also leads to space optimization.
Boosts Communication
The best event floor plan tool can help you conceptualize and communicate your ideas more easily.
Let’s imagine that you're trying to pitch an event space, but the client can't visualize how the venue will look in their mind. Using event planning software, you can quickly show them the space layout and how it can suit their needs.
This will help your clients envision how their guests can move through the event space. It will also help them to start imagining what kind of atmosphere they want to create.
User-Friendly And Team-Friendly
Most event planning software accommodates users who don’t have a technical background. You can simply drag and drop the relevant elements to where you want them to be.
The best software also comes with pre-made templates that allow you to create professional-looking layouts in no time.
Choose a cloud-based software that allows you to create custom layouts of floor plans and import them into your favorite event management software, such as Perfect Venue.
Your software should also allow you to easily share your floor plan with your team and clients in real-time. This helps with streamlining productivity, saving time, and increasing efficiency.
Manage Design Data in One Place
Event plan software helps you store all event layout data in one central place. With all of your event layout data in one place, you can easily access and update it as needed. This can be especially helpful when working on large events with multiple layouts and configurations.
Instead of having to search through multiple files and folders to find the information you need, you can simply log into your event floor plan software and access everything at once.
What to Look for in Your Software?
There's plenty of event floor plan software available on the market. However, not all offer the same features and benefits. Below, we’ve listed several things to consider when choosing a platform.
Ease of Use
It doesn't matter how many capabilities your event floor plan software has. If it's too complicated to use, managing your floor plan won’t be easy.
You should be able to get up and running within a few hours of installing the program. A user-friendly interface should allow you to find what you need and make adjustments quickly.
Mobile Compatibility
The software should be compatible with mobile devices, allowing you to access and make changes to the floor plan on the go.
Integration with Other Tools
The software should be able to integrate with other tools such as event management software, ticketing systems, and CRM platforms, making it easier to manage all aspects of the event in one place.
Customer Support
The software should offer reliable customer support, including phone, email, and chat support, to help you troubleshoot issues and get the most out of the software.
3D Visualization
Look for 3D visualization capabilities that allow you to see the floor plan from all angles, making it easier to identify potential issues and make changes before the event.
Platform Reviews
All Seated
All Seated is known for its unique, innovative take on event layout software. It offers a 3D blueprint for planners and stylists to visualize floor plans. In addition, it provides a 360-degree view, making customization more accurate in the design process.
This software automatically updates layouts, suppliers, places, and event organizers throughout the process. It also ensures that the event goes smoothly by continuously informing, editing, and assigning responsibilities to each person in the design process.
Who Is It For?
All Seated is ideal for business event planners, wedding planners, event firms, and managers of different venue sizes including small to large restaurants and hotels.
Pricing
All Seated subscription plans start at $69 per month.
Main features
- 3D modeling of floor space
- Real-time editing of place settings
- Secure payment processing
- Customer relationship management
Pros
- Unique and robust tool for event production
- Creates accurate floor plans
- Suitable for beginners to advanced users
Cons
- Does not support multiple users editing at the same time in the design process
Social Tables by Cvent
Social Tables is a design software recently purchased by Cvent. This cloud-based floor plan app allows planning with 3D diagrammatic walkthroughs, seating charts, and state-of-the-art design.
Social Tables offers layout software and tools for event venues. They have an online collaboration feature that includes file storage, real-time editing, commenting, and downloadable printouts. This highly customizable planning software allows you to create unique designs for your spaces.
Who Is It For?
Social Tables is ideal for corporate event planners, event firms with different venue sizes, and wedding planners. It’s also great for larger restaurant and hospitality groups managing multiple venues.
Pricing
A free trial is available, and the professional plan begins at $199 per month.
Main Features
- 3D diagramming of to-scale floor plans
- Event sales management
- Event planning automation
- Proposal management
Pros
- Easy to share and collaborate with clients
- Good user experience
- Allows users to customize furniture and items to fit the space
Cons
- Some customers have experienced poor service and onboarding procedures
SmartDraw
SmartDraw is a versatile design tool with thousands of diagram templates available to use.
The SmartDraw software offers a seating chart. It can be used to draw home floor diagrams, event floor plans, and process flow diagrams.
SmartDraw has many capabilities, including diagram generation, single-sign-on (SSO) security options, and document retention.
It features an extensive symbol library, has templates, can be used with CAD drawings, and can be integrated with Atlassian Stack, Google Docs, and MS Word.
Who Is It For?
SmartDraw is ideal for small-scale event planning, weddings, and corporate meetings.
Pricing
Pricing starts from $5.95 - $9.95 per user billed annually.
Main Features
- Event floor diagramming
- Flowcharting
- Strategy planning
- Meeting and brainstorming
Pros
- Easy to use and navigate
- Assortment of templates
- Value for money
Cons
- Some users have reported the platform to be slow
Vivien
Vivien is a comprehensive event floor plan app that resembles an actual CAD layout. This software offers numerous features for creating 3D floor plan diagrams, with lighting design and realistic elements.
Vivien features a drag-and-drop tool. Users can create graphs, charts, timelines, and floor plans easily.
Who Is It For?
Vivien is an excellent choice for events that require complex audio and visual setups.
Pricing
You can expect to pay approximately $2000 for one year.
Main Features
- Seating arrangement design in 2D or 3D
- Drag and drop up to 1000 details
Pros
- Detailed 3D diagramming templates library
- Extensive customization tools
- Uses virtual attendees for the occasion
Cons
- Costly for small-scale operations
Who Uses Event Floor Plan Software?
Event floor planning software is useful for any business involved in event planning and experiential marketing. Event floor planning software is used by venue managers and planners alike.
In a nutshell, event floor planning software can be used by anyone who has to manage the flow of people during an event or a meeting. It helps you do this efficiently without compromising on the ambiance of the venue.
What Makes a Good Floor Plan?
A good floor plan allows free, easy movement in a busy space. It must be carefully thought out to maximize available space.
When designing your floor plan, there are several things you need to consider:
- How much space do you have?
- How many people will attend the event?
- What kind of activities do they want to perform?
- Will there be any special equipment needed?
Once you answer these questions, it's time to start drawing. Start by sketching where everything will go. Your materials might include tables, chairs, a stage, bars, service paths, and so on. Add in details such as aisles, a DJ booth, VIP areas, press areas, and anything else you need.
Make sure that each section of the floor plan has a purpose and function. Include areas for various activities, such as registration tables, food stations, or dance floors.
What to Avoid When Planning a Layout
Here are some common mistakes to avoid during your planning process.
Ignoring Feedback
Don’t get so wrapped up in the little details that you forget the bigger picture. If not done correctly, your event layout can confuse or frustrate people.
The best way to avoid this mistake is by getting feedback from as many people as possible. Ask your team what they like and dislike about the layout and how they think you can improve it.
Using Generic Software
Generic software is convenient to use. However, it doesn’t compare to dedicated event floor plan software.
Event floor planning programs are more advanced and can transform your layout, allowing you to review, tweak and use many layout ideas.
Not Sharing Layouts Before the Event
Event managers or planners can upload the floor plan on their channels, allowing guests to see where everything is. Event floor plans that users can access on their mobile devices ensure everybody is on the same page.
Forgoing Plan B
Venue layouts need a Plan B. Creating backup floor plans will give you peace of mind.
Floor plan software helps create backup layouts and ideas, which is another reason to use event-planning software.
Conclusion
Event floor planning software can help to streamline your event. A great floor plan will allow staff members and guests to understand the event layout.
Using this software, you can organize your venue and visualize everything that goes into an event before it even starts.
If you have a great venue space, event management software should be high on your list of tools to supercharge your business. Consider using Perfect Venue to complement your event floor plan software. Start your free trial today!
