When planning an event, the layout and spacing of the venue are crucial for ensuring a comfortable and enjoyable experience for attendees. These guidelines offer a comprehensive approach to assess and plan the floor plan layout, considering various seating styles, safety measures, guest circulation, and specific needs for different types of events.
room set-up guidelines
Seating and Space Allocation
Auditorium or Theatre Style Seating: Allocate 8-9 square feet per person.
Seated Dinner: Allocate 18-20 square feet per person.
Buffet Dinner: Allocate 20-22 square feet per person, including buffet tables.
Standing Only Event: Allocate 6 square feet per person.
Combined Standing and Reception: Allocate 8-9 square feet per person.
Dance Floor: Allocate 3-4.5 square feet per person.
Bands: Allocate 20 square feet per instrument.
Service Aisle: Ensure a minimum of 60 inches between tables.
safety and risk assessment / guest circulation
Standard Aisle Space
Ensure 3-4 feet for standard aisles, and 4-5 feet for wedding processions to accommodate attire.
Table Spacing
Banquet Set-Up (Round Tables): Minimum 60 inches between tables.
Banquet Set-Up (Rectangle Tables):
52 inches minimum with no service aisle (18 inches between chair backs).
60 inches minimum with service aisle (30 inches between chair backs).
Egress and Ingress Aisle Space
Maintain a minimum of 36 inches for all pathways to accommodate ease of travel, especially for caregivers, parents with small children and those using mobility devices.
Ensure emergency services can access any chair or table with ease.
Fire/Exit Door Clearance
Maintain a minimum of 3 feet of clearance for unobstructed egress while opening the door.
Stage Access and Clearance
Provide adequate space and lighting for two people at the base of the stairways leading to and from the stage.
Trip Hazards
Strategically place tables and chairs to allow access to electrical outlets and safely run electrical cords away from high traffic areas.
Consider the visibility of transitions between different flooring materials or elevations to prevent tripping accidents.
Consider areas that may become slippery from the elements outside and allow space for mats or the ability to mop in between usage.
event type and guest experience
Multiple Activities
For events with multiple activities (e.g., moving from a cocktail hour to a dinner reception), provide additional space for guests to navigate comfortably.
When there is transitions between events, guests will naturally connect and spend time in open areas for conversation.
Vendor and Event Staff Requirements
Allocate space for equipment and labor duties, ensuring ease of movement for dollies, trolleys, ladders, rolling carts, and more.
Ensure access to service areas such as kitchens, storage rooms, bathrooms, and bars.
Aesthetics and Guest Experience
Floor plans should be designed for easy navigation with logical layout and unrestricted sight lines.
There should be 6 inches between chairs laterally for theatre-style seating and a minimum of 18 inches between rows.
Ensure each dining table offers 2 feet of total linear space:
6 guests per 4’ round table
8 guests per 5’ round table
10 guests per 6’ round table
2 guests per 4’ harvest table
6 guests per 6’ harvest table
8 guests per 8’ harvest table
attendee demographics
Event spaces will be required to accommodate a diverse range of guest demographics with different needs, including... seniors, children, adults only, persons with disabilities, performers, businesses, community groups, dignitaries, cultural and religious groups, and pets.
It's good practice to look at the floor plan through the eyes of the guests to determine if the plan will provide the best experience possible.
Special Needs and Accessibility
Ensure pathways, aisles, and doorways are wheelchair accessible.
Provide ample space for maneuvering and seating arrangements considering mobility aids.
Space required for a smooth U-turn in a wheelchair is 78 inches (197 cm) by 60 inches (153 cm) minimum.
conclusion
Ensuring attendees enjoy events that are not overcrowded, where they feel safe, and can easily navigate through the room is essential. The connection between the event type, traffic flow, and room capacity is crucial for a successful event.
By following these guidelines, you can create a safe, enjoyable, and well-organized event for all attendees, vendors, and staff. If you are creating your own floor plans, further on-site evaluations and consultations with event planning professionals and local authorities are recommended to finalize plans that will work for everyone!
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