Don't Let a Layout Floor You

Photography for La Petite Fleur by Lori Gail Photography

Sure, your venue may say they’ve seated 250 guests, but was there enough space left for 250 dancing queens at that event? Or, were guests bumpin’ you-know-whats as they got up from the tables? Or worse… they weren’t even seated in the same room for dinner? Oh yes, it happens.

No matter how high the ballroom ceiling may be or how short your guest list is, a floor plan is vital to your reception. Think of it as a blueprint to a beautiful time. No, that’s not an overstatement... it’s the ugly truth (if not done right!).

The layout of your event— from cocktails, to dinner and dancing— hinges on not just space, but placement and flow.  As guests enter a space, it should be clear what is occurring where.  The room should have a focal point— be it an escort card display, bandstand, sweetheart table, or vodka bar.  It should also have balance, visual interest and enough space for you and your guests to enjoy every aspect of the affair (without getting too close and personal).

So now that you’re adequately overwhelmed by the prospect of mapping-out your wedding’s layout, let us also tell you that this task involves more than a seating chart. 

But never fear, the how-to on avoiding floor plan pitfalls is right here:

Size matters. And in the event of “an event,” it matters in more ways than one. The size of your guest list, the size of your venue, the size of your dance floor, the size of your tables is all relative. What you want is proportion.  Don’t squeeze too many tables in a room and don’t select too large of a space.

Know what you need to know. Ask your venue how many people it can comfortably accommodate versus maximum capacity. Then, ask how they set-up a room and how many seats it provides for a cocktail reception versus a buffet or sit down. And if given a range, ere on the conservative end. And, be wary of selecting a venue that can “just fit” your entire guest list and don’t ever select a location hoping that 40 people won’t be able to make it.

 

Mix it up. Add visual interest and, subsequently, more centerpiece options, by varying table shapes. Use rectangles with rounds, or even incorporate mission style tables.  Then you can use different, but coordinating, linens in addition to varying centerpiece styles for a bigger design impact.

Beware of bumper butts. Although nothing says chic like a cheek to the back of the head, butt kissing during dinner may be memorable, it isn’t desirable.  And speaking of being too close for comfort, avoid overcrowding tables. If using 60” round tables, then only sit 8 people at each; 72” rounds, 10 at each.

Put pencil to paper. If your venue doesn’t offer floor plans, then ask for the room’s dimensions (don’t forget the dance floor, bars & doors) and draw your own. You can do it all from scratch or search the web for a template.  Then, share this document with your event designer as you discuss flowers and décor, as well as with your maitre de to ensure everyone is on the same page. And if you’re planning on a seating chart or escort cards, you’ll most certainly need the floor plan for reference.  

And just so we’re clear, there is such a thing as too much space. Decorating and filling a room that can comfortably accommodate a 250 person reception, is not the right space for 70 guests. You’ll end up wasting time and money trying to make it intimate.