Who should get a copy of the event floor plan?
Core people who need the plan
The venue manager needs the plan to confirm fire exits, power and load-in access. Your caterer needs it to place buffets, bars and service routes. The rental company needs it to deliver the correct number of tables, chairs and linens to the right spots.
Your DJ, band or AV crew needs to know where the stage, speakers and power outlets go. Photographers and videographers also benefit from seeing key areas like the ceremony space and entrance.
- Venue manager: exits, power and load-in
- Caterer: buffets, bars and service routes
- Rental company: table and chair counts
- DJ and AV: stage, outlets and speaker spots
Keep versions under control
Keep one master version and label each copy with a date and revision number. Old drafts cause mistakes when a vendor sets up from the wrong layout. Send a new copy to everyone whenever you move a table or change a count.
Simple labeled PDFs work well for most events. Include a legend for symbols, a scale and a contact name for questions on event day.
On event day
Print a few copies and post one near the entrance and one in the staff area. A quick walkthrough with your lead vendor the day before can catch problems early.
Common mistakes
- Sending a plan to vendors without a date, so they use an outdated version.
- Leaving out the venue manager, who may need to approve changes.
- Sharing a plan with no contact name for questions on event day.
