Tips For An Effective Event Space Layout

Home / Business / Tips For An Effective Event Space Layout

Tips For An Effective Event Space Layout

tips on effective event space layout

One of the biggest challenges that corporate event planners face is  the making a large event  space seem less intimidating and more inviting. Effectively laying out the space for a large event, as you may or may not know, is a bit more difficult than designing an effective layout for a smaller event. You may find it impossible to create an intimate and engaging setting in a large room for seminars or conferences, but it can be done gracefully with a bit of proper planning.  Below are  some tips to take note when planning out your event space.

Location, location, location

  • Location is key when planning your event.  When setting up booths, establish a perimeter around the stage or other areas that may generate lots of noise, and ensure all vendors are outside that perimeter. This prevents communication struggles between vendors and customers, as well as possible acoustic issues

 

  •  End spaces are the most popular among vendors, as they often get the most traffic. With this in mind, maintain a wide aisle and create distance between your vendor rows to prevent traffic build-up and blockage

 

  • When responses from attendees or vendors are poor and the venue has been booked and cant be changed to a smaller venue, as organiser , we have to ensure that both the guests, speakers and vendors do not feel empty and it is very demoralising for all. A way to get by is to spread the vendors booths to take up the empty spaces and at the same time , guests will have more space to move and wont feel the small crowd.  Take away the additional chairs is also a way to make the room more spacious.

Crowd control

  • Is your event gated or ticketed? If so, make sure visitors are able to flow in and out easily without long wait times. Plan ahead for crowd buildup, and find a way to keep visitors moving through lines quickly and efficiently, like extra entrances on busier days or multiple check-in points.
  • Signage is key to guiding guests to different areas of your event, including restrooms. Lack of signage can frustrate guests and be costly to your success.

Storms, heat and flooding, oh my!

  • Keep your vendors out of low-lying areas that may flood. This can ruin merchandise and publicity materials, as well as detract guests from visiting those vendors.
  • Have a backup plan ready in case the weather causes a necessary relocation. Whether your vendors can’t be outside in lightning or your outdoor space is completely under water, plan for a second venue in case your event has to be relocated in a short amount of time.

Back of house

  • Both indoor and outdoor events require an area for unloading and preparation for vendors. Designate a staging area before vendors arrive with enough space to hold all of your vendors and their materials. Keep this area organized because chaos in the back creates chaos in the front.

Line of sight

  • If you choose to have a stage, keep the line of sight to the performances, speakers or band open. Don’t place the stage behind columns or in an inaccessible area.

The success of your event begins with the layout. Don’t misjudge the importance of the landscape and designate enough time to properly plan so you aren’t scrambling at the last minute.

Triple V
Triple V
Triple V Pte Ltd is a boutique experiential marketing company that is headed by a veteran in the events industry. We are constantly exploring new and creative ideas for you to meet your objectives in any event that you ask for.
Recommended Posts

Leave a Comment

Contact Us

We're not around right now. But you can send us an email and we'll get back to you, asap.

Start typing and press Enter to search