When you get married, you are catapulted into a world that is entirely unknown to you. It is kind of like starting a new career or visiting a foreign country. So when your wedding decor vendor asks you to email through the floor plan, don’t worry if you don’t have one yet or even don’t know what it is.
A floor plan is a scale diagram viewed from above of the room or spaces you are using for the wedding. It should include the ceremony and reception space and might include the kitchen if you are hiring caters. It is essential, especially if your vendors haven’t worked at the venue before or they can’t visit before the day.
The floor plan will show your vendors where to set up. The florist will know where to put the archway, the decorator will know how to set up the chairs and signs, and the DJ will know exactly where to put his gear. It will help them visualize where they will be and how they will move everything into and out of the venue. They will be checking for power points, lighting and making sure there is enough space to perform their duties. They might spot potential issues which can be dealt with in advance.
So how do you make a floor plan?
Ask your venue for the floor plan. Most venues will have one that gives all the info needed for an event, including the room’s measurements.
Next, you can draw in all the relevant parts by hand or digitally if you prefer. If you have hired a wedding planner, they will take care of this for you. A wedding planner can expertly design a wedding ceremony and reception layout that will be beautiful and functional. They will also make sure everything is safe and logistically possible. If you don’t have a wedding planner, you should make the floor plan yourself and run it by your venue. Once approved, then run it by the vendors and invite their comments. By then, it should be looking pretty perfect.
You will know where you will enter for your walk down the aisle, the dance floor will be placed the right distance from the band and dinner tables, and small details like where the cake will be cut and photo booth set up will also be noted on your excellent floor plan.
If your guest list is growing and you are worried about space, here is a hint to maximize space. Round tables take up less room than long ones. But if you love a long table, you might want to have a rectangular bridal table and round guest tables to get the best of both worlds. You can also move some tables away after dinner to make more space for dancing. Try to keep the chairs out so your guests can take a break when they need.
You might change your mind on the day about where some tables look best or other little details. Otherwise, you will be organized and this will help everything be set up on time as you envision it.