Reception Floorplan Tips from Your North Texas Event Venue Team
1 - Wedding guests and your floorplan
Knowing how many to plan for and who your VIPs in the room are is crucial.
Everything comes back to your guest count - you need to know how many to plan for. We get that until your RSVPs come back it’s a bit of a guessing game but that’s okay!
We suggest planning for a safe number - the upper range with some flexibility. If you choose a layout with 10 tables you can seat 80 by placing 8 chairs at each, or 100 by placing 10 at each. What that really means for you is if your RSVPs come in at 90 you’re not stressing to build/order another centerpiece to make it work.
If your count comes in lower? That’s easy! Seat less per table or bonus remove a table meaning you have the decor you would have set on it to use at the bar, the entry, etc.
When thinking about your guests you should also consider the VIPs in the room. These typically include your wedding party, their significant others, and your immediate family members. We can’t recommend reserved tables enough - with their names at their place setting. Each weekend we see parents come in from taking post-ceremony photos with the gorgeous couple to be stopped by many friends who are saying hello. What couples don’t think about though are all their other guests - you know, the ones not in those family photos who made their way into the reception hall half an hour ago to claim their seats. Your VIPs should not be left looking for a chair in the back corner of the room - a simple “reserved” sign helps. Place cards with their names to ensure that your second cousin once removed doesn’t self-proclaim to be VIP, and it also enables your pros to help direct guests to a fantastic seat while leaving those seats reserved alone.
2- Know your wedding venue space and size
3 - Fixed Items at your venue
This includes all the permanent features and things you cannot move or change about your space.
Every venue is different - one thing you don’t want to forget about when planning your perfect floorplan are the permanent features in the room. It may be large furniture or decor items that cannot be moved, or it could be something more structural such as a door or counter. For our venue that includes our bar - a long granite counter located in the southwest corner of the reception hall. Keeping these permanent features in mind will help you use the space to your advantage and really let the floorplan work for you rather than being stuck with what you have.
Electrical outlets are another feature couples sometimes forget about. For example that band you’re planning on having? Or that amazing photo booth your guests will be lined up at all night long? They need power - and enough of it too. For our couples we keep it simple, we have multiple outlets on every wall, outlets at the ceiling for those who hang decor and have larger installations such as lights, and we even have outlets on the floor. It keeps creating their floorplan a little simpler with one less headache to have to worry about.
4 - Prep before you start
You have to know your details before you begin - otherwise, you will feel overwhelmed and lost. It’s kind of hard to plan your space when you don’t have a clear vision of everything you need there. Are you serving a buffet line or will meals be plated? Do you have a DJ or an 8-piece rock band? All these things make a huge difference in what you have space for and where you need to start to tackle your floor plan. If you jump the gun and start drafting your floor plan without knowing these details you may find yourself erasing…. A whole lot. Or you might finally reach the end and then realize you forgot to put your head table in the room - YIKES.
This checklist is just a glimpse of the questionnaire we send our clients and items that are in the majority of the floorplans we’ve built.
5 - Know the flow of your celebration and guests
10340 Jackson Rd. Krum, TX 76249