Graham Pope, head of Europe, Cvent Hospitality Cloud gives his top tips for event planners looking at how to benefit from the latest advances in floor plan design technology.
Planners across the UK and Europe are preparing for events in 2021 and are hopeful that some restrictions will be lifted. In the meantime, planners need to prepare with caution and adhere to safer meeting and event guidelines.
Graeme PopeThis could mean smaller gatherings and the continued need for social distancing, which is why the importance of floor plan design technology cannot be underestimated.
Prepare the budget
The first step to understanding how your event will flow and preparing the budget is to know what will be on the event floor and the associated costs of adding, moving, or enhancing any of them (think production elements, catering needs, and furniture). As in-person events restart, budget considerations will also need to include incorporating contactless and more passive technology to eliminate the need for touchpoints such as temperature and hand sanitiser stations, and additional COVID-19 related signage to instruct and maintain distancing between delegates. Adding all these necessary elements to the floor plan design can help build a more accurate budget.
Bring the event to life
Use event diagramming tools to illustrate how the event vision can become a reality while satisfying present safer meeting and capacity guidelines. By accurately mapping out the various event spaces, including non-traditional areas or lesser-used entryways, you can determine optimal layout options which factor in technical requirements including rigging points, screen configuration, staging locations, pillars and sightlines, entrances and exits, F&B and more. Clients can see exactly how all the elements (and delegates) will safely fit into the venue and there will be no surprises for setup crew – helping to minimise any last-minute adjustments.
Get a better sense of the event space
Having a clear view of the dimensions and features of the space is hugely beneficial for planning and subsequent event execution. Opt for event diagramming software which enables 3D interactive mock-ups or to-scale layouts that give a true-to-life image of the space and everything in it. This allows you to map out all the potential layouts for virtual “walkthroughs” of the event space without ever having to leave the safety of your home or remote office. With this information in hand, it is easier to recognise potential challenges and get the most out of the space when you are unable to visit in-person.
Create layouts that embrace safer meeting guidelines
With the current need for social distancing, what we know about venue capacities is changing. Event diagramming tools can be used to create room and seating configurations that comply with safer meeting guidelines. Using floor plan design tools, you’ll be able to create seating arrangements that put proper space between attendees, identify and map out the best locations for hand sanitising and mask stations, arrows to direct attendee flow, and more. Delegates will experience a seamless social distancing journey throughout the venue, avoiding uncomfortable cramped areas and potential bottlenecks or safety mishaps.
Secure sponsorship
Make the most of event diagramming to demonstrate the different event attendee touchpoints available for marketing purposes, and help sponsors visualise the overall plan and why their support is a worthwhile investment.
A desire to travel led Holly Patrick to the business meetings and events world and she’s never looked back. Holly takes a particular interest in event sustainability and creating a diverse and inclusive industry. When she’s not working, she can be found rolling skating along Brighton seafront listening to an eclectic playlist, featuring the likes of Patti Smith, Sean Paul, and Arooj Aftab.
