There’s a lot of preparation that goes into ensuring your wedding comes off without a hitch, but one often overlooked aspect is the floor plan. On the day of your wedding, you’ll be amazed at all the moving parts. In fact, it can be easy to become overwhelmed if you don’t have a good organizer or wedding coordinator. Let’s look at why a floor plan for your wedding is so important and how it can help ensure everything moves smoothly.
When planning for their wedding, most couples understand the need for a schedule, but they never really think about a wedding floor plan, other than possibly to assign seats during the reception dinner. But a wedding floor plan is just as crucial as your schedule in terms of helping the set up and execution of your ceremony and reception.
Your floor plan is what allows you to visualize how all the available space at your venue will be used by you, your guests, and all the venue staff and third party vendors that you hire. It makes it possible to create a seating arrangement of course, but also concerns where and how big the dance floor will be, where the bar(s) will be located, and where the musicians, DJ, photobooth, buffet line, gift table, and every other aspect of your event will be situated.
The floor plan is especially important for a number of key people involved in your wedding. Your venue or event space will want to have a clear idea of your layout, so they can provide the correct number of tables and chairs, understand any special gear that is required, such as audio or lighting equipment, and more.
Your wedding coordinator will need a floor plan, so they can envision how to schedule the evening, and make sure all of the important elements of your ceremony and reception are where they need to be when they need to be there. And your various vendors and service providers need to know where they will be setting up, and where they can store gear and equipment when it’s not being used.
For all these reasons, it makes a lot of sense to have both a digital and printed version of your layout available. You can email this out to concerned parties and have it on hand during the walk through and the actual set up.
The following are some key things to highlight on your floor plan:
Mark where all the power outlets are located. When possible, try to have shorter runs for cords and cables. This makes set up easier, and helps to avoid tripping hazards.
Make it clear where your lights and speakers will be set up. This is something that you’ll want to go over beforehand with your DJ or AV person.
Leave room for fast lanes. These are the action areas, where catering and servers can enter and exit from. This includes access to the bar(s) and dance floor.
Every venue will have restrooms and smoking areas, as these are major touch points for any wedding.
To make things easier for your vendors, not only should you have staging areas for your various vendors, but also a timeline for when each vendor will be using these areas. It’s a good idea to stagger the set up times of your different vendors, such as caterer, DJ, band, videographer, and photographer, so they won’t be getting in each other’s way and creating conflicts and bottlenecks. When possible, hiring one company (like DJ Cutt Entertainment) to do multiple jobs will help to streamline the set up and the event itself.
With all these details to keep track of, it’s a good idea to do a site walk through a few days, or even weeks, prior to your actual wedding. This gives your vendors and coordinator a chance to check out the venue in person and work through potential problems and conflicts ahead of time. Another pro tip is to see if you can stage gear at your venue the day before your wedding. This will make the set up on the day of much easier.
DJ Cutt Entertainment has more than ten years of experience helping to plan and execute weddings in all sorts of venues around Oregon and Washington. We’ve got plenty of first hand experience navigating the typical problems and headaches that come with planning a wedding. That’s why we believe preparation is so important.
Our number one goal is to help couples have the best wedding possible. Whether you need music, AV, MCing, videography, photo booths, live streaming, or all of the above, our team of wedding experts can help. Our event specialists are reliable, friendly, and professional at all times. To learn more about how DJ Cutt Entertainment can help your wedding day go as perfectly as possible, get in touch today for a free consultation.