February 2023 - EventDraw
Create Wedding Arrangements with Event Diagramming Software

Create Wedding Arrangements with Event Diagramming Software

Plan a wedding? Want to know the venue size, guest count, and seating arrangements?

Wondering how much space your wedding will have, how many guests can fit?

With EventDraw, create a venue floor plan to see guest capacity.

Our easy-to-use interface lets you drag and drop guests and furniture to create a layout that works for your event.  Wedding planning may be time-consuming. You have to set up the venue, figure out how many guests you’ll have, and then there’s the food, drinks, music… the list goes on. It’s no surprise that so many couples hire wedding planners!

Planning a wedding is not an easy task.

There are so many details to consider, from the dress to the venue to the food. But when creating wedding plans, it’s critical to envision what you want your guests to experience when they attend your wedding. One way to do this is by creating a wedding floorplan layout of your event. This makes it easy for you or your partner to visualize what they want the event space to look like and how they want it set up. It also helps plan out how much space you’ll need and how many tables will fit in a room or tent.

Let me give you some ideas to think about when designing a wedding layout:

1. Choosing the right venue for your wedding is an important part of planning.

It’s not just about location and size; it’s also about how you want to feel on your big day. Do you want a space that feels like an elegant garden or a rustic barn? Do you want an intimate ceremony or a party-like atmosphere?

table arrangement

A good wedding venue should have several things going for it:

A large dance floor: Because this will be the site of the majority of the dancing, it must be spacious enough for everyone to dance comfortably. Decorations like tables and chairs are also typically put down on this floor in order to create more space.

A variety of seating options: You want to make sure that everyone can find a place to sit that they’ll enjoy—not just while they’re waiting in line or eating dinner at their own table. You also want to make sure there’s enough seating at each table so that there aren’t too many empty seats during cocktail hour or dinner!

A good range of food options: You don’t want everyone eating the same thing all night long—especially if some people are vegetarian or vegan! Also, having different food options makes it easier for guests who may not be able to eat meat due to dietary restrictions.

2. Welcome your guests to your venue by creating a beautiful and functional entryway.

With EventDraw, you can create beautiful and functional wedding layout like entryways for your venue and ensure everyone has access to everything they need. This is a great opportunity to show off your venue’s style while also providing a space for them to be comfortable and feel welcome. While the entryway can be any kind of space, it’s important that it reflect the style of the rest of the event space. A well-designed entrance can make all the difference when it comes to creating an inviting atmosphere and making sure that guests feel welcome throughout their stay at your venue.

3. Make sure your tables are spaced evenly apart and that there aren’t any obstacles or other people in the way.

The first thing to do is to find a good spot for your tables. You’ll want to make sure that your tables are spaced evenly apart and that there aren’t any obstacles or other people in the way. If you’re setting up indoors, it’s best to have a clear path behind each table so guests can easily get from one side of the room to the other without having to navigate around chairs or other people. That’s where Event Diagramming Software comes in. With the right floor plan tool, you can plan and visualize your wedding venue using easy-to-use software. You can layout your table, seating arrangements, and where the dance floor, bar, and other key elements should go.

The best part?

It only takes a few minutes! Event diagramming software helps you plan your wedding by making sure that everything runs smoothly and on time. It also allows you to see where the room needs to be set up, so you can set up the space without having to run around looking for things.  Planning a wedding is hard, but with the right Event Diagramming Software, it’s easier than ever as you can use EventDraw, a tool that allows you to easily design your wedding reception layout to scale.

4. Dance Floor should be easily located in the venue

Dance Floor
The dance floor should be easily located in the venue. It should be placed in a central location and have an unobstructed view of the stage. If possible, the dance floor should be elevated above the rest of the room, giving it a raised stage-like feeling. Make sure your dance floor is easy to find and access. With EventDraw, you can mark the location of your dance floor with a simple click!

5. Consider Table Arrangements in a venue

Consider the venue’s setup if you want to create a unique table arrangement at your wedding. This can be a great way to create an event that matches your vision and available space. For example, if you’re getting married in a ballroom, consider how you can use the pillars and columns to create an interesting display. If it’s a more casual outdoor wedding, think about how you can use plants or other natural objects to create a beautiful centrepiece that accents your theme perfectly. But what if you have functional needs or you know that your guests may have specific guest seating needs?

Don’t worry!

You can cater to those needs with our EventDraw Diagramming Software. With EventDraw Diagramming Software, you can create floor plans for weddings that catered to specific guest seating needs. You can even add notes about where small babies should sit and where older guests may need more quiet areas. You can also use this software to create a special seating chart that reflects your style and preferences. If you’re having a garden wedding, for example, you may want to provide seating options in the shade so all of your guests can enjoy themselves regardless of the weather.

6. Share Your Plan Clearly

When you’re designing a wedding, it’s easy to get overwhelmed by the sheer number of details you have to manage.

But one of the most important parts of any planning process is clarity and communication—which is why EventDraw created a shareable link that you can share with your team, Event Coordinator, Wedding Planner or Venue Owner.

7. Imagine your wedding in 3D

Best Event Venues in Australia

EventDraw is a wedding planning tool that lets you create and share a 3D view of your wedding layout. It offers a number of features that allow you to create a custom experience for yourself, guests, and vendors. You can upload the floor plan for your venue and customize it with different materials, colours, and textures. You can also add furniture, lighting fixtures, and other objects to the floor plan. EventDraw will then generate an interactive model of your venue that can be viewed in 3D using any web browser or mobile device.

8. Choose software that will help you create stunning 2D and 3D floor plans for your big day, quickly and easily.

When you’re planning your wedding, it’s important to get it right. Especially when you’re planning the floor plans for your ceremony and reception space. But how do you know if your floor plan is going to be good? Well, here’s the thing: nobody wants to have to redo their wedding again just because they didn’t pick the right software!

That’s why we created EventDraw Diagraming Software!

It lets you make stunning 2D and 3D floor plans for weddings similar to these. You can create your wedding floor plans right away! EventDraw’s wedding reception layout tools allow you to easily design your wedding reception floor plan to scale. If EventDraw does not already have your venue’s floorplan, you can send us a floorplan marked with at least one precise dimension, and our team will scale it and upload it.

Key Factors to Prioritize When Creating a Restaurant Event Space or Lounge

Key Factors to Prioritize When Creating a Restaurant Event Space or Lounge

Creating an ambience that boost sales and guests satisfaction

If you own a restaurant or are managing one, you may have been looking for ways to increase your sales revenue.

Your customers are your lifeblood. They are the ones who keep you in business, which means it’s important that they feel welcomed and cared for every time they visit your venue.

Now, It’s easy to decorate your restaurant event space once you know what you want out of it. This can be tricky if you’re not sure what style works best for your business, or even if you have no idea what kinds of pieces will look good with each other. But once you figure out those things, decorating your restaurant event space is a piece of cake!

There are a lot of different ways to go about creating a restaurant event space. The first step is to figure out what you want your restaurant event space to look like, and then find the right kind of furniture for it. Next, you’ll need to decide what kind of lighting and sound system you want there, as well as how much space they’ll take up on your property.

Once you’ve decided on these things, it’s time to think about how you want your guests to feel when they’re at your restaurant event space. Do you want them to feel relaxed and comfortable? Or do you want them to feel like they’re in a luxury spa? Maybe both!

Once you’ve figured out what kind of ambiance best suits your vision for this space, it’s time to start buying the furniture—and don’t forget about the lighting and sound system! And finally, once everything is in place, make sure everyone knows where the entrance is located so they can come and go as they please during the event.

The power of creating a restaurant event space

So, If you have been in the restaurant management industry for a number of years, you may have been looking for more strategies and creative ways to give your potential a boost in order to increase your sales revenue.  

You may have even considered creating an event space inside your restaurant.

Creating a restaurant event space is a good marketing strategy when you are aiming to increase your sales and generate more income. This will definitely create opportunities beyond your earnings from dine-in and takeout orders.

The best way to make money is by creating an event space where people can come and dine in or take out orders. You can have a place where you can host parties, corporate events, private functions and weddings. The point is that you need to offer more than just food! A restaurant event space will help you create an experience for your guests that they will never forget.

However, you may be held back by some doubts or uncertainties.

Perhaps, you are feeling intimidated by your competitors or other restaurants within your community or target market.

Now is the time to evaluate and research the advantages and principles of building an event area in your restaurant. You must then determine whether or not this is possible for your establishment.

Let me go over some of the advantages and considerations:

It Creates Buzz For Your Restaurant

When you create an event space, you are introducing a new feature that your restaurant can exclusively offer. This may be in the form of new services, ambiance, or event packages that can give your customers a remarkable experience. New and good customer experience can even create a “Word-of-Mouth Marketing (WOM Marketing) which effectively attracts new clients and potential customers. 

This type of marketing is very cost-efficient since the customers will talk about your delicious meals, your excellent services, and their extraordinary experiences at your event.

Some of them may even take pictures around your place, which can be posted on social media and other internet platforms. Indeed, your customers will become emotionally engaged with your restaurant and thus will always choose you over your competitors and other restaurants.

Increased Sales Revenue

Attracting and retaining new customers will undoubtedly increase your sales and thus will generate more income. You may also require your client to avail of your catering services once they hold their event at your restaurant. This will allow you to promote your delicious meals to all guests and have a beautiful experience at your restaurant. 

If they ever requested a private supplier, corkage fees may be applied. 

Of course, offering them discounts and personalized food packages can create reasonable customer satisfaction and convenience when you are hosting an event through your event space. Indeed, providing for your customer’s needs will help your restaurant build and establish a good brand reputation in your community which will further improve your sales growth.

Competitive Advantage

When you’re in the restaurant business, you know that there are many ways to differentiate yourself from your competition. However, one thing can make all the difference: being able to produce something more creatively and attractively than your close competitors will make your restaurant more desirable to existing and prospective customers. 

Event spaces are a great place to host special occasions. Not only will they help your restaurant stand out from the competition, but they will also make you more appealing to guests. Furthermore, it’s important to consider the type of guests attending your event. This is where offering unique and quality food and service is important.

Flexible Event Space

Imagine a space that can meet your needs and your expectations. You can have an event space that accommodates various events, from personal celebrations to corporate events. Most clients are looking for a perfect venue for their wedding, anniversary, or graduation party. Some are arranging for large events such as company occasions, training, seminar, trade shows, or corporate dinners.

However, creating an event space that can accommodate all types of events as much as possible is quite challenging. Still, if you make your event space flexible, you will undoubtedly succeed!

Signature Floor Plan Design and Flexible Arrangement

It’s good to remember that each event has various table arrangement requirements, and floor plans can frequently change during the event. The first thing that you need to do is to look at your floor plan and identify all of your furniture. You may want to consider rotating some of the furniture around so that it’s easier for people to get up and down from their seats.

It would help if you also thought about where tables could be placed and how they could be used in different ways. For example, if there are lots of people sitting on one side of the room and not enough on the other side, then maybe you can put two smaller tables next to each other and use them as a buffet table or as a small bar area?

And finally, you should think about how people will move around within the event space. You may want to create an aisle between rows so that people aren’t walking all over when they get up from their seats!

event space

Everybody has a vision for their event space. We know how daunting it can be to plan a floor plan for an event space. You want to ensure that every detail is perfect, and you want to create a space that will impress your clients.

But we’ve got you covered! We’ve created an Event Diagramming Software to help you create the perfect event space for your clients’ needs. With our software, you’ll be able to produce floor plans for any size of the event and any table arrangement. 

It’s all taken care of by Eventdraw!

The best part? You don’t have to worry about being overwhelmed or stuck with a job that isn’t right for you anymore! Just let us do the heavy lifting, and we’ll take care of everything else so that you can focus on what matters most: making sure that this event is everything your client dreamed it would be!

EventDraw will help you create the best event floor designs possible, and it can be used for any event.

EventDraw’s unique design makes it easy to use, even if you’ve never used a diagramming program. The software contains all of the features you need to create fabulous floorplans. That includes interactive elements such as buttons that will allow your users to zoom in on specific areas of the floorplan, so they can get a better sense of how a space will look when they walk into it.

The software also includes tools that allow users to add additional objects (such as tables or chairs) to their diagrams, as well as tools that enable them to change the colors of objects on the floorplan without having to re-draw them again.

event space

Creating floor plans can be a hassle if you do not have the right software. EventDraw incorporates all the important features you seek in an Event Floor Diagramming Software.

Imagine how easily you can create original and artistic 3D Floor Designs that transform your clients’ creativity into reality.

Surprise them with your gorgeous floor plan designs while they enjoy your delicious, gourmet, mouthwatering meals!

event floor plan

This is why you should use EventDraw.

We are happy for you to test the software, and the link below allows you to “drag & drop” some tables and chairs into the function space to give you a “Test Drive” of EventDraw.

Sign Up Now at EventDraw and easily transform your restaurant with these new strategic innovations!

Wedding Planner Checklist

Wedding Planner Checklist

The Wedding Day marks the beginning of a lifelong journey with a beloved partner. Wedding events hold immense significance and are cherished by the newly married couple. Handling weddings can be daunting, particularly we are currently dealing with a pandemic.

As an event planner, you have a vital role in planning and managing the wedding day. It is a significant event that requires your expertise and professionalism.

Effective communication and coordination are crucial, especially when addressing the concerns of vendors and clients. Being at the core of the event, you must ensure excellence in your responsibilities.

You should be able to design and prepare a wedding plan that can comply with your client’s desires to be called a “Dream Come True!”.

Now, how can you, as an event planner, make your client’s wedding day to be as remarkable as it could be? 

How can you let your client experience the most out of their special day?

As an event planner, you aim to design, plan, and manage your client’s wedding. From engagement photos to finding and selecting vendors to make checklists and ensure that the wedding day will become successful.

Well, let us take a look at some of the basic principles in managing a wedding event:

Identify and Set a Wedding Budget

As an Event Planner, you must be fully aware that budgeting is where the rest of your planning process depends. After all, it must be heartache when you fall in love with the extravagant venues, excellent vendors, and even gorgeous wedding dresses and then realize that it’s entirely out of your client’s range.

Hence, you have to sit down with your clients, preferably with the couple, and then discuss their overall budget and its allocation with other future expenses.

Know Your Client’s Wedding Theme

Identifying a wedding theme is a significant part of the wedding planning process. Your choice of venue, colours, design and even the setup itself should be in harmony with the wedding theme. You have to think about how your clients want their wedding to look and feel.

• What type of flowers are they going to use?

• What are the stage decorations?

• Are they going to use fresh flowers or artificial flowers?

• What is their preferred wedding colour?

• How are they going to use lights?

• Are there candles perhaps to make it more romantic?

Indeed, knowing your client’s theme will serve as one of your skeletal guidelines in knowing whether you are still in line with your client’s preferences. This can also be the basis of your creative ideas and suggestions, which they must surely appreciate.

Wedding Invites

As an event planner, you value guests’ significant role during weddings since they serve as a support system to the couple. Thus, you have to know the approximate number of guests present at the venue. 

Why? Your event floor setup determines the number of tables, chairs, and arrangements based on expected guests, especially during the pandemic. Ensure a safe and spacious environment for attendees.

Although you might not have a final guest yet until a bit later, knowing the approximate number of guests is important.

In addition to that, other vendors such as the catering services, flower suppliers, and stylists must also be asking for the approximate figures of guests so that they will know and plan ahead accordingly.

Wedding Reception

Once the budget, theme, decorations, and guest count are confirmed, it’s time to choose the perfect venue. Consider the client’s vision and criteria like space, privacy, ventilation, sounds, lights, and view. Couples may opt for garden, beach, or waterfall weddings, but enclosed spaces like function halls, hotels, or resorts are common choices. Additionally, knowing guests’ locations is crucial. As an event planner, it’s your responsibility to ensure the chosen venue fits the budget and plan.

Choose A Wedding Dress

Every bride has their own taste of wedding dress. Of course, all want to be at their best on their Wedding Day. This is true both for the Groom and the Bride. Taking an ample amount of time to look and choose what they feel is the best is very important for feeling satisfied and confident. 

Hence, choosing a wedding dress is ideally done at least six months prior to the wedding. This will give more time for adjustments if necessary. The bride’s wedding dress colour is usually white, typically associated with light, goodness, purity, and innocence. Of course, it will always be up to the couple which colour and style they will choose based on their taste, preferences, and budget.

Choose A Wedding Ring

You will surely agree that wedding rings play an important role in wedding ceremonies. Once the couple exchanged their wedding vows with each other along with their wedding rings, they were making a pronouncement of their eternal and unbreakable bond of lifelong love and marriage commitment. Because of this, your client must be anxious about which type of wedding ring is the best for them. 

Let me show you some of the factors that your client may consider:

Choose a Metal for the Band

The metal used for a wedding band is usually made from yellow gold or white gold. Since pure gold is naturally soft, it has to be mixed with alloys to make it stronger. You can identify its gold purity based on its karat, either 14K or 18K. Gold has a naturally yellowish colour, so to make it appear white gold, it is usually mixed with palladium and nickel along with rhodium coating. For the yellow gold, the alloys used are copper, silver, zinc, and nickel. Your client’s choice depends on their taste, style and budget since there is very little price difference between them.

Choose a Stone and Carat Size

Some couples prefer having a clear diamond stone on their wedding rings. This will indeed give more value to the ring itself. Of course, your client’s choice of metal for the band and carat size depends on their preferences, budget, and style.

Identify the Ring Size

Whether the wedding ring is very expensive or not, no one would want to wear a ring so loose that it can fall off or so tight that it can cut off their blood circulation. Hence, the couple should ensure that they both get their fingers accurately measured.


Select and Book Vendors

It’s now the time for selecting and booking the right vendor and people who will ensure that your client’s big day runs smoothly. This is a serious stage of Wedding Event Planning because this is where most of your client’s budget will go. The success of your client’s wedding depends on the collaborative performance of each vendor.  

Your content goes here. Edit or remove this text inline or in the module Content settings. You can also style every aspect of this content in the module Design settings and even apply custom CSS to this text in the module Advanced settings.

Here are some types of vendors that are commonly hired in Wedding Events:


Meals are an essential part of wedding events; some are even looking forward to it! Yes, you don’t want your client’s guests to be hungry! Of course, after the whole day’s preparation and celebration, having sufficient and flavoursome meals will make that day even more satisfying and enjoyable. 

True, you should not only look for a caterer who can prepare delightful and delicious food, but you should also look at their food presentation. This will be served on your client’s wedding day, so you want to make sure that it is perfect! Aside from that, you also want to confirm if the couple or some of the guests has food allergies so that your caterer can adjust accordingly.

Wedding Photographer

They say that pictures capture a moment in time, but wedding pictures capture a lifetime. It can bring back the people and emotions you felt at that time and even share them with your friends, relatives, and your children and grandchildren. It carries the moments you cherish and the beautiful stories of your special day. Indeed, you want your client to experience that, and an excellent and professional photographer plays an important role in capturing your client’s wedding day.

True, other vendors are important such as food caterers, florists, sounds, and lights, but all of these will be gone after a period of time. However, it captures memories not just for a time but for a lifetime when it comes to wedding pictures.


Having a gorgeous flower arrangement in the venue can add tremendous depth to your client’s wedding. Beautiful flowers and their good fragrance often symbolize love and romance because of their elegance and extraordinary charm and thus are aesthetically pleasing to the one seeing it. 

This significantly contributes to the happiness and satisfaction of the couple and guests. Hence, you have to ensure that your florist can provide the flowers and wedding bouquet that you need on your client’s wedding day. Of course, their arrangement should reflect the theme of the event. 

Most of the couple prefers fresh flowers, but some prefer dried flowers. Both have their advantages and disadvantages, and so as an event planner, how would you help your client decide whether fresh flowers or dried flowers are the best choices for them? 

Let’s discuss some of the factors that they can consider:

Fresh Flowers

What could be more precious than having fresh flowers on your client’s wedding day? They say that fresh flowers can make people feel loved, secure, and relaxed, especially with their favourite blooms and scents. It has the power to generate happiness and can significantly affect the moods of those seeing it, and since your client’s wedding day only happens once in a lifetime, you want to bring life to that day!

This is true especially to the Wedding Bouquet that the bride will take as she walks along the aisle while seeing her future husband. A precious moment indeed! But of course, they must also pay the price. It is not a secret that gorgeous flower arrangements and their stylist are pretty expensive, and the flowers themselves will not last long; thus, your client’s budget should also be considered.

Dried Flowers

Dried flowers are an excellent alternative to fresh flowers because it is much more inexpensive and can last long with low maintenance. As a matter of fact, there are beautiful dried flower blooms such as carnation, hydrangea, and baby’s breath which provide an attractive texture that you can’t see with fresh flowers alone.

In addition, dried flowers are so versatile that they can create a more traditional wedding look that adds to having a more romantic atmosphere and can perfectly fit your client’s venue and theme flawlessly. This unique touch of dried flowers can catch the eyes not just of the couple but as well as their guests. Just be careful not to squish it since dried flowers can easily flake off and thus are not invincible. And don’t forget to tell your client not to throw her wedding bouquet if she uses dried flowers.

Of course, your client can choose to mix and match across both choices of fresh and dried flowers. This can certainly make their venue decorations even more romantic!

Use Event Floor Diagramming Software

This is a must-have tool for Event Planners or Wedding Coordinators like you. This can absolutely help your event management be more efficient. It is specially designed to create beautiful event floor designs that have the power to impress and satisfy your clients!

Event Diagramming Software is a fantastic tool. It can help you organize the wedding plan. Not to mention that most of these tools are free. 

Of course, it matters is that you know how to use it and rapidly adapt to its many excellent functions.

Wedding planners, event organisers, or even DIY brides can efficiently utilize Event Diagramming Software to organize their weddings. See how you can get started with our 3D design program.

So, if you are looking for the best Event Floor Diagramming Software then EventDraw is the best tool for you!

EventDraw is drag and drop software. Our team setup the templates such as venue function spaces or outdoor site plans and customise your smart shapes with furniture and equipment.

This allows event planners to ‘drag and drop’ the shapes onto the plan to create accurate, to-scale floor plan layouts.

With this, you can create exceptional event floor plan diagrams with just 15 mins training.

Sign Up Now!

EventDraw comprises all the significant features that you are looking for in an Event Floor Diagramming Software and can create gorgeous and stunning 3D Floor Designs that can perfectly match the creativity and imagination of your clients.

Sign Up Now at EventDraw and turn your client’s expectations into a reality! 

Make the best use of your time and ensure that your client’s Wedding Day will succeed.

You may get in touch with us by filling out this form or scheduling a free demo here with us. 

Our team at EventDraw are happy to beat your existing event diagramming software subscription up to 20%.

How to Build a Perfect Squad for Event Planning?

How to Build a Perfect Squad for Event Planning?

As an Event Planner, you surely agree that your team members play a significant role in your career in the Event Management Industry. They represent and reflect your professionalism, integrity, and credibility, which will remarkably impact your success. 

Attaining the highest level of teamwork and cooperation is needed to succeed and establish a good relationship with your team members and partnered vendors.

Having a fantastic team is critical! 

Even more so when organizing an event. Furthermore, being an event planner is not a one-person show. Remember that successful event planning results from strategic collaboration and coordination with your team members.

Therefore, you’ll want a group you can put your faith in. Indeed, being able to recruit, hire and train the most qualified event team member is of utmost importance as everyone on the event planning team has an important role to play and should be eager to help make the event a success.

So, how will you create a proficient and effective event management team? What roles are needed? 

Let me guide you on some of the roles to consider:

Director or Head of Event Team

The owner of the Event Management Team is usually the Director or Head of the Event Team. This involves formulating policies and regulations to ensure that your established procedures are based on the standard protocol. This person will serve as the event’s visionary and ensure that every breath the team takes is aligned with the overarching goal. The Director commonly approves marketing strategies, legal contracts, and operational strategies and plans prepared by his subordinates, serving as guidelines whenever the team executes an event plan.

Event Coordinator/Event Manager

This role is responsible for preparing and implementing the event’s program and process flow plan. It oversees and supervises the event team and ensures that the rest of the members are knowledgeable, trained, and well-equipped to perform their functions and responsibilities.  The Event Coordinator/Event Manager takes care of everything from catering to arranging activities. They are the focal person to communicate and report to the Director, thus providing status updates and monitoring reports in connection with the implementation of the event plan. They shall also report any significant issues and concerns, including all the details and logistics of the event.  This role also involves policy preparation, strategy formulation, and recommendation to improve the team’s operation. 

Marketing and Advertising Officer

This role is in charge of event communication and advertisement online and offline. It ensures that the events are creatively advertised on different Social Media channels, websites, emails, and other advertising platforms. The Marketing and Advertising Officer develops and maintains your event’s unique brand identity as part of the planning process. To make a memorable event, they’re the ones who come up with unique ideas. They also approve and finalize the promotional designs, logo, and layouts, which will identify the event management team. They are also responsible for the intellectual property management of the team and ensuring that the official event website is accurately updated.

Marketing Designer 

This role, in general, requires artistic and creative skills. They have to be excellent and proficient in design preparation, visual and color composition, and Typography. It is also responsible for preparing the company and event logo, event theme, audio, video production, and other marketing designs and thus should be an expert in design software.    

Sales Management Officer 

They are responsible for establishing a good and strong relationship with their partners, external vendors, and clients, which is significant for company stability. This requires good communication and collaboration skills, both written and verbal. They also prepare and monitor seasonal and promotional discounts to effectively market their excellent event management services. In addition, they are also responsible for the formulation and implementation of sales strategies and vendor accreditation and procurement policies and assure the highest and most professional services and performance that they offer.

Financial Management Officer

This role is responsible for managing the team’s incoming and outgoing cash flows. It oversees and supervises the business plan, budget, and expenses to strategically and effectively utilize the capital. It requires experience in cash flow management and the preparation of financial documents. They are also responsible for ensuring that all documents are managed and stored in an organized way (soft copy and hard copy). Thus, they will be available in auditing to conduct an official financial examination of the team’s account.

Legal Management Officer 

This role is responsible for monitoring all legal affairs and transactions of the team. It makes sure that all team operations comply with the regulations. Ideally, LMO is a lawyer, but it can also be performed by someone knowledgeable about legal processes, business registration, and contract management. In any case that there are disputes internally or externally, the LMO is in-charge of administering the proper legal action necessary.

HR and Administrative Officer 

This role is responsible for the general services needed by each team member. This includes processing salary, bonuses, incentives (if any), and other mandated employee benefits. It also conducts orientation, training, monitoring, and performance evaluation of each member and thus ensuring that each member is well-competent in performing its duties and responsibilities. They are also responsible for recruitment and selection, ensuring that all potential candidates are qualified. The HR/Admin Officer should also prepare recruitment policies and procedures.  

Information Technology Officer

IT Officer is responsible for all devices and equipment being used by the team. This includes desktops, laptops, cellphones, printers, and other electronic devices. It should have a background in basic and advanced troubleshooting and IT software licensing to ensure that all members are being provided with what they need. IT Officer is then required to prepare IT Policies for the safety and security of its equipment.

Event Designer 

The event Designer is responsible for ensuring that the look and ambiance of the event, in general, reflect the event’s theme. They create a floor plan which includes table arrangements, and pathways and supervise the location and the operation of technical functions such as the lighting, sound system, catering area, and the design of the stage. 

Event Photographer/Videographer 

This person is mainly responsible for capturing all significant moments in time. It documents those pictures and videos that will be used in creating photo albums, films, and event highlights. This is more important when you organize events such as weddings, anniversaries, or any celebration that is important to your client because photographs and videos can bring back the good memories, joy, and excitement your client has experienced during the event.

Procurement Officer 

The procurement Officer is mainly responsible for ensuring that all suppliers and services, including the event place, are of high quality and can provide all the needs and demands of the event. It conducts ocular visits to potential and recommended events places and communicates with different vendors and suppliers to negotiate and modify the package inclusions and/or exclusions depending on the event theme, program flow, and duration.

Event Host and Emcee 

The Event Host is in charge of the interaction and communication with audiences, ensuring that they are comfortable and convenient and that all their concerns and queries are addressed and well-provided. Event Host should have a pleasing personality with a positive and welcoming attitude. If the event requires an Emcee, it should have the capacity to hold a microphone and speak before the crowd. This will be the communication channel between the Event Management Team and the audiences and ensures that they are aware of the program flow. Good entertainment skills and a sense of humor an essential factors for this role.

In view of these, you surely agree that all event management team members significantly affect the performance and success of the team.

Thus they have to be professional and effective in fulfilling their roles inside your event team. In that case, do you feel overwhelmed about how you will implement all of these ideal roles of your team?

Unlocking the power of event floor planning!

Even if you have all of these key functions, you may still struggle with the structural aspect of the event. This includes the more strategic way of designing and creating an event floor plan and visualizing how it looks in the actual scenario. This requires you to have software that can reflect and present your creativity perceptibly.

You may need to use software or much better if it is a web-based tool that helps event planners and venues to create incredible floor plans for events. This will help you visualize the events in a functional space to save time as you can access it at the convenience of your phone, laptop, MAC, or Tablet wherever and whenever you are. 

Having this software will not only save you time, but it will also save you energy and manpower that you can use in other important functions in your team. It makes your decision-making more efficient with less stress, less pressure, and less work!

Event Floor Plan Software such as EventDraw will let you design custom floor plans and room layouts in 2D or 3D views that impress clients with our easy-to-use event layout software for event planners and venues. 

It has the power to impress and satisfy your clients! It strategically integrates all the significant features you seek in an Event Floor Diagramming Software.

Sign Up Now!

It thus produces great 3D Floor Designs that can perfectly incorporate the artistry and imagination of your clients.

Sign Up Now at EventDraw and turn your client’s visual interpretation into a reality! Aim for real success using excellent and complete Event Floor Diagramming Software.

Collaborate with your team now and maintain open lines of communication.

Get everyone excited about what you’re trying to accomplish. 

Remember, You can all finish your duties and plan the event of your dreams if you work together.

Tips to Train your Event Management Team

Tips to Train your Event Management Team

As an Event Planner, you play a vital role in leading and managing your Event Management Team. Remember the saying, “no man is an island.” Despite your expertise, you can’t handle all tasks alone. Therefore, it’s crucial to build and manage a team that reflects your professionalism and reliability.

The performance of your team directly affects your reputation and credibility. So, it’s important to ensure their effectiveness.

Investing in your team’s development and providing them with the necessary training and support is essential.

By fostering a positive team environment and encouraging open communication, you can enhance teamwork and productivity.

Delegate tasks and empower team members to take ownership and responsibility.

Regularly evaluate their performance and provide constructive feedback to promote growth and improvement.

Recognize and appreciate their efforts to motivate and inspire them to excel.

Ultimately, a strong and well-trained event management team will contribute to the success of your events and the satisfaction of your clients.

To ensure a “wow effect” performance for clients, effective training and strategic developmental activities are crucial. Conducting training sessions helps prepare your event management team for success. It enables them to deliver exceptional experiences and exceed client expectations. Emphasizing training as a priority boosts team performance and enhances client satisfaction.

Explore some training platforms for your event management team:

Reading Materials

As an Event Planner, you must have a lot of pressures you are going through, not to mention your client’s demands, hectic schedule, and deadlines. Despite this, you still need to train your event management team. You still need to orient them about the flow and responsibilities that they are expected to do. Reading materials will thus help to fulfill this duty. You can provide it with your team members weeks or even months before the event. This will give your team members more flexibility in their training activities.

Audio/Video Presentation

Visual Presentation is much more powerful compared to the typical reading materials. Enhance your team’s understanding of the event by providing visual aids such as videos, illustrations, and images. These depictions allow them to envision the actual experience they will have at the venue. This will help them imagine how they are supposed to respond if they encounter certain situations that may arise during the events, such as emergencies or unforeseen occurrences.

Face-to-Face Training

Face-to-Face Training provides your team members an authentic experience of the actual scenario, and it also allows your team to have an active interaction with you. This will enable you to address all their queries and clarification.

How then will you ensure that your event management team is well-equipped and professionally trained to do all the duties and responsibilities that they are expected to perform? 

Let me discuss with you some of the Event Management Training tips that you can have with your team:

Arriving Ahead of Time

You have to ensure that your event staff is well-oriented and exhaustively knows when they should arrive and leave. Usually, the safest time to arrive is 30 minutes before they are required to be there. Furthermore, it will also give you ample time for your last-minute instructions and enable you to look for a replacement for staff who fail to arrive at the designated time without delays.

Importance of Communication

During the event, you and your staff will not be together in one place since you must be busy at that time and must be assigned to a different location. On this account, communication is of the utmost importance. You have to provide all the necessary contact information such as your team’s phone number, with your team members. This will give your team a way to notify you or the rest of your team in case of emergencies or any problem. 

Training will then be the time to share this important information with your members. In case you’re going to use Radio, you may also provide training on how to use them correctly.

Risks and Emergencies

At the time of an emergency, time is of the essence. This means that your event staff should act wisely as quickly as possible. You and your event staff will be the first person that each attendee will run into at this point. On this account, each of your event staff must be knowledgeable on the protocol or SOP once they were in such a scenario. You may see it necessary to train your event staff regarding first aid, use of fire extinguishers, raising the alarm, and evacuation procedures.

Safety and Security

It is your primary responsibility to ensure that all of your event staff is knowledgeable about the safety and security of the event. Your team should ensure that you can maintain crowd-control accessibility restrictions to outsiders and that all equipment is free from damage. This may also include keeping the parking space safe and clean.

In conclusion, you certainly agree that you are the core of your event management team as an event planner. Your members rely on your wisdom and guidance. Indeed, make time to train your staff. You play a significant role in their career and strengthen your event team in the long run. 

How Table Numbering Could Win Your Events Successfully
Thankfully, there is a strategic tool that you can use in your event management. This tool is called Event Floor Diagramming Software, and it is specially designed to create impressive event floor designs that have the power to amaze and satisfy your clients!

For this reason, using an event tool and training your team members to use it proficiently is vital in ensuring your team’s excellent performance!

Using Event Diagramming Software with a 3D+ walkthrough feature gives you and your team the freedom to work on areas of the business and focus on the actual event.

This Event Diagramming software will allow the whole team and even your clients to virtually meet within the event space to explore the layout with access via a tablet, laptop, desktop, or VR headset.  

Sign Up Now!

EventDraw can provide significant contributions in fulfilling your tasks and pave the way for a better organization and systematic flow of your event. 

It comprises all the significant features you seek in an Event Floor Diagramming Software. It can create gorgeous and stunning 3D Floor Designs that perfectly match your clients’ creativity.

Sign Up Now at EventDraw, satisfy your clients, and transform their imagination into a reality! 

Be a good leader by strategizing wisely to improve your team’s potential, skills, and abilities through this Event Floor Diagramming Software.