Sharing floor plans with clients

• As a venue or event planner, how important is it to share floor plans with clients in the booking process? It is vital as a venue owner to share floor plans so we can have the tables set up in how they want, it gives them the ability to feel like they planned the space completely. We can give suggestions but we allow them to move tables on our free google doc space to space out how they want to see it going forward on their day. 
• If you share floor plans with clients, at what point in your process do you share them? I have an online planner that has the floor plan as a tab, I share with our couples 3-4 months in advance and it needs to be turned in a month before their event and then I lock it so they can’t edit after that 4 week mark. 
• How do you share, review, and edit floor plans with clients? Google docs, free, made the layout as to scale as I could, they can move the tables (rounds, farmhouse, cake, couples, gift etc) to where they want them then we print and have for the day so the coordinator knows exactly what the layout should attempt to be before the couple shows up. 
• What are the various use cases to find for sharing floor plans? My apologies, I don’t understand what you are asking for here...we share our online planner via link in an email on Honeybook. 
• Do these use cases differ if you are an event planner vs. a venue manager? I’m a venue owner so not sure
• If you could share floor plans within HoneyBook, what would you want most from that experience for you and/or your clients? That it is editable in parts, they can move tables, somethings they wouldn’t be able to move, and that it is free option via Honeybook. Google Docs, free and has a link that can still be used via Honeybook. 

Hope this helps ya. XO

In love & friendship!

Hey Team!

Thanks so much for looking into this! I've been dying for this feature 

As a venue or event planner, how important is it to share floor plans with clients in the booking process? 

I'm a wedding planner and coordinator and this is a vital part of my planning process, even the smaller packages I offer all need this feature. 

If you share floor plans with clients, at what point in your process do you share them?

I usually share the floor plan either during our first meeting or shortly after.

How do you share, review, and edit floor plans with clients?

Currently I use aisle planner and its great. But it also has a crm so it makes me want to leave HB to avoid paying for two subscriptions, even though I love HB so much more, I just cant justify paying double subscriptions when I could use one.

What are the various use cases to find for sharing floor plans?

As a venue owner, manager, event planner, or decorator, sharing floor plans is essential for various use cases to ensure a seamless and well-executed event. Here are the key scenarios where floor plans are useful:

### 1. **Client Consultations**
   - **Visualizing the Space:** Providing clients with floor plans helps them better understand the layout and available space. This is crucial for venue tours, planning event flow, and deciding on seating arrangements.
   - **Customizing the Layout:** Clients can see where tables, dance floors, stages, or other decor elements will go, allowing them to request specific layouts or modifications.

### 2. **Vendor Coordination**
   - **Setup Guidance:** Sharing the floor plan with vendors like caterers, florists, DJs, and photographers helps ensure they know where to set up equipment, decor, food stations, or sound systems.
   - **Logistics:** For deliveries, load-ins, and technical equipment placement, a floor plan aids in planning routes for smooth logistics.

### 3. **Event Design and Decor Planning**
   - **Decor Placement:** As a decorator, sharing a detailed floor plan helps with precise decor placement, such as floral arrangements, furniture, and lighting.
   - **Spacing and Proportions:** Helps to visualize how decor items, like backdrops or seating charts, will fit into the space without overcrowding.

### 4. **Seating Arrangements**
   - **Guest Seating:** Floor plans allow for planning and adjusting guest seating arrangements, such as assigning tables, ensuring spacing between tables, and accounting for special seating like head tables or VIP sections.
   - **Accessibility Needs:** Identifying areas for wheelchair access, family seating, or elderly guests.

### 5. **Emergency and Safety Planning**
   - **Exits and Entrances:** Highlighting the venue’s emergency exits and pathways ensures event safety. Floor plans can help in creating an emergency evacuation plan.
   - **Crowd Control:** Floor plans assist in managing guest flow to avoid overcrowding and ensuring proper spacing for larger events.

### 6. **A/V and Technical Planning**
   - **Lighting, Sound, and Staging:** Sharing the floor plan with AV teams helps place lights, sound systems, and stages in the correct areas while maintaining clear sightlines.
   - **Power Outlets:** Identifying the location of power sources or access for lighting or other technical equipment.

### 7. **Catering and Bar Setup**
   - **Food Stations and Bar Layouts:** Helps catering teams plan where food stations or bars will be placed to ensure smooth guest access and optimal flow.
   - **Dining Flow:** For plated meals or buffet-style dining, the floor plan is essential for creating an efficient flow for service.

### 8. **Staff Coordination**
   - **Day-of Staff Guidance:** Floor plans provide clear instructions for staff or volunteers to know exactly where to set up tables, chairs, decor, or manage guest entrances.
   - **Clean-up and Breakdown:** Essential for directing breakdown teams or cleaning crews after the event.

Sharing detailed and well-labeled floor plans ensures smooth collaboration between all parties involved, ultimately leading to a successful and organized event.

Do these use cases differ if you are an event planner vs. a venue manager?

Yes, the use cases for sharing floor plans differ slightly between an event planner and a venue manager, though there are many overlaps. Here’s a breakdown of how the roles influence the use of floor plans:

### **Event Planner or Coordinator**

As an event planner or coordinator, you’re responsible for the overall execution and personalization of the event. You focus on the client's vision and logistics, working closely with vendors and the venue.

- **Customization for Client Vision:** Event planners use floor plans primarily to customize the layout according to the client's preferences. This could involve adjusting seating arrangements, decor placement, or layout changes for various event activities like ceremonies, cocktail hours, and receptions.

- **Vendor Communication:** Event planners share the floor plan with various vendors (caterers, florists, entertainment, AV teams) to ensure everyone knows where to set up and coordinate their specific responsibilities.

- **Guest Experience:** As a planner, you’re focused on creating an efficient and enjoyable guest flow, from entrances to seating arrangements and exit routes, based on the type of event.

- **Event Design & Decor:** Planners handle the decor setup according to the floor plan, coordinating with the decorator or design team. This includes special areas like the head table, photo booths, and guest sign-in tables.

- **Client Revisions:** Planners often work closely with clients to modify the floor plan based on their evolving needs or style changes, making sure the event design meets their expectations.

### **Venue Manager or Owner**

Venue managers are more focused on the logistics, space utilization, and ensuring the venue’s capabilities meet the event requirements. Their role is less about personalization and more about making the space functional.

- **Operational Layouts:** Venue managers ensure that the floor plan aligns with the venue’s operational restrictions, such as weight limits, fire code regulations, and safety requirements.

- **Capacity Management:** The venue manager uses floor plans to ensure the event adheres to the venue’s capacity limits and maintains enough space for guests, staff, and equipment.

- **Space Utilization:** Their primary concern is maximizing the efficiency of the space without violating any regulations. They use the floor plan to indicate where tables, stages, and other elements should be placed to optimize the venue’s layout.

- **Vendor Setup Regulations:** Venue managers may have strict guidelines on how vendors can use the space (e.g., no taping equipment to walls, certain areas where equipment can’t go, etc.), and they ensure the floor plan complies with these rules.

- **Safety and Security:** As the venue manager, they focus on emergency exits, pathways, and evacuation routes, making sure the floor plan complies with all safety codes and legal requirements.

- **Venue Limitations:** Venue managers know the physical limitations of the space (power outlets, lighting needs, noise restrictions) and will adjust the floor plan accordingly to ensure all technical aspects are addressed.

### **Key Differences:**

- **Focus:** The event planner is more client-centered, focusing on personalization, guest flow, and design. The venue manager is space-centered, focusing on regulations, safety, and optimizing the venue’s features.

- **Flexibility:** Planners need flexibility to modify the floor plan to match client requests, while venue managers are more concerned with maintaining compliance and efficiency.

- **Vendor Coordination:** Planners liaise with vendors to meet the client’s vision, while venue managers enforce venue-specific rules and make sure vendors operate within those parameters.

- **Post-Event:** Event planners are more involved in ensuring the clean-up aligns with the floor plan and the event flow. Venue managers are focused on resetting the venue and ensuring no damage or issues with the space.

In short, event planners use floor plans as a tool to create and execute a client’s vision, while venue managers use them to ensure the event adheres to operational, logistical, and safety standards.

If you could share floor plans within HoneyBook, what would you want most from that experience for you and/or your clients?

For Us

1. **Ease of Upload and Edit:**

   - Ability to easily upload floor plans and make live edits directly within HoneyBook, so you can adjust layouts as client needs change.

2. **Client Collaboration:**

   - A collaborative tool where clients can review, comment, or suggest changes directly on the floor plan. This would streamline back-and-forth communication and reduce email clutter.

3. **Vendor Integration:**

   - Share floor plans with vendors and get their input, like where the catering setup or DJ booth should be. Being able to tag vendors in specific sections of the plan would help coordinate details more smoothly.

4. **Customization:**

   - Ability to create multiple versions of the floor plan for different phases of the event (ceremony, cocktail hour, reception), and switch between them quickly for review.

5. **Accessibility and Mobile Use:**

   - Mobile-friendly access to view and edit floor plans on-site during setup or walk-throughs.

6. **Task Integration:**

   - Connect specific areas on the floor plan to tasks within HoneyBook, such as linking seating arrangement tasks to the client-approved layout or tagging specific decor tasks for your setup team.

For Clients

1. **Visualizing Layouts:**

   - Clients could visualize the venue layout easily within their HoneyBook portal, helping them feel more connected to the planning process.

2. **Interactive Feedback:**

   - They could interact directly with the floor plan, like adjusting seating arrangements, suggesting decor placement, or adding notes for their vision.

3. **Progress Tracking:**

   - Clients could track how the layout aligns with the overall event timeline, seeing how different phases of the event are set up.

4. **Clear Communication:**

   - Offering clients a clear visual of the space would give them more confidence that everything is organized and in line with their expectations.

This would enhance collaboration, streamline logistics, and keep both you and your clients on the same page throughout the planning process.

1. I'm a planner/coordinator and it is a vital part of my planning process. Not neccesarily booking, but I share floor plans with every single client I have no matter the service I provide.

2. I usually share the floor plan during our first meeting while doing a venue walk through I measure the rooms and build a to scale floor plan. Or if I can get it from the venue during before our meeting I will go ahead and start on pre-meeting and present them with a first draft at the meeting. It would be awesome if venues who use HB could share any floor plan examples through a file directly to coordinators/planners/Djs/caterers etc

3. I currently use Aisle Planner, and I like their floor plan feature, but I know you all will do an even better job. AP also has CRM so I'm considering leaving HB to avoid paying for 2 subscriptions which have alot of the same features however having a floor plan is essential for my business so I would have to stay with AP if though I love HB so much more.

4. As a venue owner, manager, event planner, or decorator, sharing floor plans is essential for various use cases to ensure a seamless and well-executed event. Here are the key scenarios where floor plans are useful:

### 1. **Client Consultations**

   - **Visualizing the Space:** Providing clients with floor plans helps them better understand the layout and available space. This is crucial for venue tours, planning event flow, and deciding on seating arrangements.

   - **Customizing the Layout:** Clients can see where tables, dance floors, stages, or other decor elements will go, allowing them to request specific layouts or modifications.

### 2. **Vendor Coordination**

   - **Setup Guidance:** Sharing the floor plan with vendors like caterers, florists, DJs, and photographers helps ensure they know where to set up equipment, decor, food stations, or sound systems.

   - **Logistics:** For deliveries, load-ins, and technical equipment placement, a floor plan aids in planning routes for smooth logistics.

### 3. **Event Design and Decor Planning**

   - **Decor Placement:** As a decorator, sharing a detailed floor plan helps with precise decor placement, such as floral arrangements, furniture, and lighting.

   - **Spacing and Proportions:** Helps to visualize how decor items, like backdrops or seating charts, will fit into the space without overcrowding.

### 4. **Seating Arrangements**

   - **Guest Seating:** Floor plans allow for planning and adjusting guest seating arrangements, such as assigning tables, ensuring spacing between tables, and accounting for special seating like head tables or VIP sections.

   - **Accessibility Needs:** Identifying areas for wheelchair access, family seating, or elderly guests.

### 5. **Emergency and Safety Planning**

   - **Exits and Entrances:** Highlighting the venue’s emergency exits and pathways ensures event safety. Floor plans can help in creating an emergency evacuation plan.

   - **Crowd Control:** Floor plans assist in managing guest flow to avoid overcrowding and ensuring proper spacing for larger events.

### 6. **A/V and Technical Planning**

   - **Lighting, Sound, and Staging:** Sharing the floor plan with AV teams helps place lights, sound systems, and stages in the correct areas while maintaining clear sightlines.

   - **Power Outlets:** Identifying the location of power sources or access for lighting or other technical equipment.

### 7. **Catering and Bar Setup**

   - **Food Stations and Bar Layouts:** Helps catering teams plan where food stations or bars will be placed to ensure smooth guest access and optimal flow.

   - **Dining Flow:** For plated meals or buffet-style dining, the floor plan is essential for creating an efficient flow for service.

### 8. **Staff Coordination**

   - **Day-of Staff Guidance:** Floor plans provide clear instructions for staff or volunteers to know exactly where to set up tables, chairs, decor, or manage guest entrances.

   - **Clean-up and Breakdown:** Essential for directing breakdown teams or cleaning crews after the event.

Sharing detailed and well-labeled floor plans ensures smooth collaboration between all parties involved, ultimately leading to a successful and organized event.

5. Yes, the use cases for sharing floor plans differ slightly between an event planner and a venue manager, though there are many overlaps. Here’s a breakdown of how the roles influence the use of floor plans:

### **Event Planner or Coordinator**

As an event planner or coordinator, you’re responsible for the overall execution and personalization of the event. You focus on the client's vision and logistics, working closely with vendors and the venue.

- **Customization for Client Vision:** Event planners use floor plans primarily to customize the layout according to the client's preferences. This could involve adjusting seating arrangements, decor placement, or layout changes for various event activities like ceremonies, cocktail hours, and receptions.

- **Vendor Communication:** Event planners share the floor plan with various vendors (caterers, florists, entertainment, AV teams) to ensure everyone knows where to set up and coordinate their specific responsibilities.

- **Guest Experience:** As a planner, you’re focused on creating an efficient and enjoyable guest flow, from entrances to seating arrangements and exit routes, based on the type of event.

- **Event Design & Decor:** Planners handle the decor setup according to the floor plan, coordinating with the decorator or design team. This includes special areas like the head table, photo booths, and guest sign-in tables.

- **Client Revisions:** Planners often work closely with clients to modify the floor plan based on their evolving needs or style changes, making sure the event design meets their expectations.

### **Venue Manager or Owner**

Venue managers are more focused on the logistics, space utilization, and ensuring the venue’s capabilities meet the event requirements. Their role is less about personalization and more about making the space functional.

- **Operational Layouts:** Venue managers ensure that the floor plan aligns with the venue’s operational restrictions, such as weight limits, fire code regulations, and safety requirements.

- **Capacity Management:** The venue manager uses floor plans to ensure the event adheres to the venue’s capacity limits and maintains enough space for guests, staff, and equipment.

- **Space Utilization:** Their primary concern is maximizing the efficiency of the space without violating any regulations. They use the floor plan to indicate where tables, stages, and other elements should be placed to optimize the venue’s layout.

- **Vendor Setup Regulations:** Venue managers may have strict guidelines on how vendors can use the space (e.g., no taping equipment to walls, certain areas where equipment can’t go, etc.), and they ensure the floor plan complies with these rules.

- **Safety and Security:** As the venue manager, they focus on emergency exits, pathways, and evacuation routes, making sure the floor plan complies with all safety codes and legal requirements.

- **Venue Limitations:** Venue managers know the physical limitations of the space (power outlets, lighting needs, noise restrictions) and will adjust the floor plan accordingly to ensure all technical aspects are addressed.

### **Key Differences:**

- **Focus:** The event planner is more client-centered, focusing on personalization, guest flow, and design. The venue manager is space-centered, focusing on regulations, safety, and optimizing the venue’s features.

- **Flexibility:** Planners need flexibility to modify the floor plan to match client requests, while venue managers are more concerned with maintaining compliance and efficiency.

- **Vendor Coordination:** Planners liaise with vendors to meet the client’s vision, while venue managers enforce venue-specific rules and make sure vendors operate within those parameters.

- **Post-Event:** Event planners are more involved in ensuring the clean-up aligns with the floor plan and the event flow. Venue managers are focused on resetting the venue and ensuring no damage or issues with the space.

In short, event planners use floor plans as a tool to create and execute a client’s vision, while venue managers use them to ensure the event adheres to operational, logistical, and safety standards.

6. For Us

1. **Ease of Upload and Edit:**

   - Ability to easily upload floor plans and make live edits directly within HoneyBook, so you can adjust layouts as client needs change.

2. **Client Collaboration:**

   - A collaborative tool where clients can review, comment, or suggest changes directly on the floor plan. This would streamline back-and-forth communication and reduce email clutter.

3. **Vendor Integration:**

   - Share floor plans with vendors and get their input, like where the catering setup or DJ booth should be. Being able to tag vendors in specific sections of the plan would help coordinate details more smoothly.

4. **Customization:**

   - Ability to create multiple versions of the floor plan for different phases of the event (ceremony, cocktail hour, reception), and switch between them quickly for review.

5. **Accessibility and Mobile Use:**

   - Mobile-friendly access to view and edit floor plans on-site during setup or walk-throughs.

6. **Task Integration:**

   - Connect specific areas on the floor plan to tasks within HoneyBook, such as linking seating arrangement tasks to the client-approved layout or tagging specific decor tasks for your setup team.

For Clients

1. **Visualizing Layouts:**

   - Clients could visualize the venue layout easily within their HoneyBook portal, helping them feel more connected to the planning process.

2. **Interactive Feedback:**

   - They could interact directly with the floor plan, like adjusting seating arrangements, suggesting decor placement, or adding notes for their vision.

3. **Progress Tracking:**

   - Clients could track how the layout aligns with the overall event timeline, seeing how different phases of the event are set up.

4. **Clear Communication:**

   - Offering clients a clear visual of the space would give them more confidence that everything is organized and in line with their expectation

This would enhance collaboration, streamline logistics, and keep both you and your clients on the same page throughout the planning process.

Hi-

We are a venue and currently have to use Prismm who recently changed their pricing structure. It’s frustrating to not have an all in one platform, so if Honeybook can offer floorplans and better BEOs, we will even pay more.

•  
• As a venue or event planner, how important is it to share floor plans with clients in the booking process? Very important. For every event we have to offer a floor plan to our clients as well as use for our staff to know how to set up each event.
• If you share floor plans with clients, at what point in your process do you share them? We share a floorplan as a PDF. They give us feedback and we change on our end and send them an updated copy. We do this until we reach the final plan.
• How do you share, review, and edit floor plans with clients? Download a PDF and we email it to them as an attachment. They then review and send us feedback to change or confirm what they want to see.
• What are the various use cases to find for sharing floor plans? We use floorplans for table placement, # of seats at each table. Where other tables go- Bar, buffet, DJ, cocktail tables, etc.
• Do these use cases differ if you are an event planner vs. a venue manager? As a Venue, we just need basic layouts- See attached. It would be helpful to be able to put text boxes for table numbers or to describe what a table is for.
• If you could share floor plans within HoneyBook, what would you want most from that experience for you and/or your clients? Clients should be able to see the table layouts and how the venue will look Day of. Like I mentioned, I hate that we have to pay another platform for this service, then download a PDF and send as a honeybook file. It’s a lot of work. I’ve attached sample layouts we use.

Hey Dana and Casey just curious if they you all would be getting feedback from interior designers as well on a potential floor plan feature in HoneyBook? I help a lot of interior designers setup their HoneyBook accounts and I think this would be an absolute game changer to have a floor plan sharing feature available. A lot of designers are having to pay for other programs like Designfiles, Floorplanner, Sketchup, Revit, Autocad etc. just for this capability. 

I’ll share some feedback below if you are taking some from interior designers. 😁

• As a venue or event planner, how important is it to share floor plans with clients in the booking process? Not a venue or event planner, but I think similarly as an interior designer sharing floor plans throughout the design process is extremely important to confirm furniture placement and sizing prior to procurement and installation.
• If you share floor plans with clients, at what point in your process do you share them? Typically share a basic layout during Schematic Design/Concept Development stage and a fully developed floor plan during the Design Development stage.
• How do you share, review, and edit floor plans with clients? A lot of designers will use various other programs like DesignFiles, Floorplanner, Sketchup, Revit, AutoCAD to develop the floor plan to scale and edit them, then will either download as a PDF to send to their clients via email or print them to present them in person.
• What are the various use cases to find for sharing floor plans? We share floor plans with clients to provide a visual of how their space will be laid out including the furniture place and sizing. We also share them with contractors for construction and furniture installation.
• Do these use cases differ if you are an event planner vs. a venue manager? N/A
• If you could share floor plans within HoneyBook, what would you want most from that experience for you and/or your clients? Would love to have clients to be able to see various room layouts, and be able to approve or disapprove a layout and provide feedback for revisions on the layout. If there was capability for real-time collaboration and updates for commenting/markups, and tracking revision history directly in the floor plan sharing feature that would fantastic. Additionally if there was a way to link actual furnishings to the layouts for client approval that would be amazing.

Thanks for the consideration. I know your initial feedback request was for venue/event planners but just wanted to chime in the interior designers since I think there could be benefits for all of us in regards to a floor plan sharing feature! 

Floor plans are very crucial.

As a venue, I share sample floor plans as part of their welcome documents. It would be great if they can click a button in their HB portal that takes them to Prism or social tables and they can move things around. after they save, it would save as a file in their portal. 

As a planner, I make floor plans 4-5 months before and make several edits as we get closer to the date.

We export as a PDF from prismm and upload in HB.

Having the ability to sync HB with another platform where we can edit and save floor plans with each project would be amazing. (assuming HB would not create their own floor plan tool)

Even as a florist it would be great to help clients decide what size and shape tables they want and what kind of centerpieces. Plus figuring out how many rows of chairs they will need and whether they want flowers on the end of every row or every other, etc.

And if it had the capability to add shapes or doodles for simple mock-ups that would be amazing.

Hey folks! 

Thank you so much for all commenting here and sharing feedback. 

I’m curious - who here is currently using Prismm for their floorplans? @Sehaj and @Julie Warpinski I see that you do! Anyone else?