Venue Floor Plan Creator: How to Build One

What to put on a venue floor plan

Start with what the building gives you, then add what you bring. Fixed features go in first because everything else has to work around them.

Scale, capacity and exits: the basics

Draw to scale. A plan that is not to scale looks fine and fails on the day, because the tables do not fit. Get real dimensions from the venue: overall room size, ceiling height and the sizes of the fixed features.

Capacity and exit rules come from the venue and local fire and safety authorities, and they differ by place and room. This guide does not state any figures. Ask the venue for the maximum occupancy of the room in your layout, and the required number and width of exits and aisles, and plan inside those limits.

Eventdex's pages do not describe automatic checks against fire or accessibility rules. Treat any floor plan tool as a drawing aid, and have the venue approve the layout.

• Ask the venue for

  Maximum occupancy for your layout, exit locations, aisle requirements, accessible routes and any restricted areas.

• Leave room to move

  Plan space for queues at registration, bars and food, which fill up more than rooms do.

• Keep exits clear

  Never plan tables, booths or displays across exits or the routes to them.

• Plan accessibility

  Show step-free routes, and space for wheelchair users and companions in seating and at booths.

How to make a floor plan with a floor plan tool

The steps are the same whichever tool you use. The notes under each step say how Eventdex's free interactive floor plan editor fits.

1. 1

   Get the venue's plan

   Ask the venue for a dimensioned plan, ideally with fixed features marked. Eventdex's editor takes an uploaded image of the layout; if you only have a CAD file or PDF, export or screenshot a page first, because the pages do not describe CAD import.

2. 2

   Set the backdrop and scale

   Place the venue plan as the background and check a known dimension against it before you draw anything.

3. 3

   Mark the fixed features

   Note entrances, exits, columns, power and any area that cannot be used.

4. 4

   Add the big items first

   Stage, screens, registration and catering go in first, then tables or booths.

5. 5

   Place booths or tables

   In Eventdex's editor you drop numbered, sized booths onto your layout with snap-to-grid, so rows stay straight and sizes exact. Popular booth sizes listed include 10x10, 10x20, 10x16 and 5x10, in rectangular and circular shapes.

6. 6

   Draw the aisles and open areas

   Leave walkways, queues and gathering spaces. Mark kiosks and lounges.

7. 7

   Colour-code and label

   Add numbers and colours. Eventdex's example marks booths open, reserved or sold with a colour for each.

8. 8

   Review with the venue and suppliers

   Send the plan to the venue for approval and to AV, catering and contractors for their parts.

9. 9

   Share it with the people who use it

   For trade shows, exhibitors and attendees need the map. Eventdex says publishing it to your event site, sharing with exhibitors and selling booths are part of a paid plan, not the free build.

What Eventdex covers, and what it does not

Eventdex builds interactive floor plans for exhibit halls and expos. This is what its pages state.

• Event floor plan software for trade shows

  2D interactive expo floor plans map booths, aisles, kiosks and open areas. Exhibitors view the plan, choose a booth and reserve it online. Attendees can find exhibitors by name or booth number on a mobile-friendly map, and the plan connects to lead retrieval.

  Event floor plan software

• A free interactive floor plan

  You create an account, upload your layout, place and number the booths and mark them open, reserved or sold, for one event, free.

  Build a free interactive floor plan

• Venue library

  The venue library lists floor plans of venues you can use as a starting background.

  Venue floor plan library

• Seated events

  Banquets and galas with tables and guests use Eventdex's event seating software, which is a separate tool.

  Event seating software

• Not described

  Eventdex's pages do not describe CAD import, 3D views, stage or lighting plans, or automatic code checks.

Floor plan checklist

Tick these before the plan goes to anyone else.

VENUE FLOOR PLAN CHECKLIST
Event:                       Venue / room:
Version:                     Date:

BASE
[ ] Dimensioned plan from the venue, scale confirmed
[ ] Fixed features marked: columns, doors, power, stairs, lifts
[ ] Entrances, exits and emergency routes marked

LAYOUT
[ ] Stage, screens, registration, catering placed
[ ] Tables or booths numbered and sized
[ ] Aisles, queue space and open areas drawn
[ ] Step-free routes and accessible seating shown
[ ] Back of house marked: storage, AV, first aid

APPROVAL
[ ] Maximum occupancy for this layout confirmed by venue
[ ] Exit and aisle requirements confirmed by venue
[ ] Venue sign-off recorded (name, date)
[ ] Suppliers received the current version

SHARING
[ ] Legend and scale on the plan
[ ] Version number on every copy
[ ] Exhibitors or attendees given the final map