$270,000 More Revenue

by EventDraw Team | May 10, 2023 | home

$270,000 in additional revenue from 1 extra table

Some history before the facts…..
EventDraw is Diagramming software for events. Easy to use software that event planners and venues design customized event floor plans and layouts such as dinner dance, theatre, cocktail & classroom style layouts. By providing event visualization you can deliver on the event experience, plan events faster, easier and more accurately.
It was often the case a venues perceived max capacity was underestimated, and in many cases by up to 30%.

Look at this example below:

Contract: $270,000 in additional revenue from 1 additional table.
How
A 1.8m (6 ft) round table can seat between 10-12 guests.
For this example lets use 10 pax per sitting.

An average cost per head – wedding/event – $130.00
Total revenue generated in one sitting $1300.00

Average number of events per week 4 (wedding, function venue, stadium or restaurant)
Total revenue generated in one week = $5200.00

Per week $5200.00 x 52 weeks per year = $270,400

That’s $270,000 in additional revenue using 1 x 1.8m Table!

Our customers have created thousands of Event Floor plans ranging anything from hotel function rooms to large stadiums, there is no limit . By working with thousands of clients globally we have years of experience and knowledge which enables us to help you create the best event floor plans to impress your clients!

Our Software is a user-friendly interface which allows our clients to easily develop and design accurate floor plans within minutes by using our simple drag and drop method of your desired item onto the plan. Our software allows you to create a myriad of different configurations of layouts in one room, not limiting you to the one design!

Jay Laybutt – EventDraw

10 Event Planning Tools Every Venue Team Should Know

by EventDraw Team | May 1, 2023 | Blog, home

What if the way your team is currently planning events is quietly costing your venue over 160 hours and $10,000 each month?

It’s not just the occasional delay or miscommunication. It’s the constant rework, outdated processes, and disconnected systems that slow down your entire operation.

Without the right event planning tools, even the most experienced venue teams are stuck redrawing layouts, chasing last-minute changes, and relying on guesswork during setup.

Imagine your team setting up for an event with only half the tools they need. As a result, everything takes longer, the quality of the setup drops, and client confidence quickly fades.

Then, the layout changes again. Even a single seating revision can take up to five hours. When this happens across 10 events each week, it adds up to more than 160 hours lost every month just fixing layouts.

Without clear direction, setup crews arrive unsure of where to place what. As a result, clients begin to notice errors and confidence in your process starts to drop.

Eventually, high-value bookings go elsewhere to faster, more efficient competitors who can respond quickly and professionally.

According to The Business Research Company, “The events industry market size has grown from $1 227.3 billion in 2024 to $1 346.92 billion in 2025 at a compound annual growth rate of 9.7 %.”

So here’s the question you need to ask:

Are your current tools supporting your venue’s growth, or are they holding it back quietly?

Why the Right Tools Make All the Difference for Venue Teams

Every successful event starts with a well-prepared team, and the right tools give venues the confidence to plan faster, set up smarter, and impress clients from the very first layout.

Here’s how modern event planning solutions transform daily operations:

Speed up floor plan creation

Teams quickly customise layouts using drag-and-drop design tools, saving hours each week and allowing more time to focus on the guest experience.

Make event spaces easier to visualise

Interactive diagrams and 3D previews help clients visualise exactly how their event will look, which builds trust and speeds up the approval process.

Give the setup teams clear direction

Shared, always-updated layouts remove the guesswork. Every team member, from stylists to AV crews, knows exactly where things go, leading to smoother setups and fewer last-minute changes.

Respond faster and win more bookings

With easy layout adjustments and client-ready visuals, venues respond to inquiries in record time, turning around proposals with confidence and professionalism.

When venue teams have access to intuitive, scalable planning tools, they work more efficiently, communicate clearly, and create standout events that keep clients coming back.

10 Must-Have Event Planning Tools for Modern Venues

Planning a standout event today requires more than creativity. It necessitates the right digital tools to ensure speed, accuracy, and visual clarity.

The following ten essentials help venue teams streamline every stage of the planning process, from initial layout to final setup.

1. Interactive Floor Plan Designers

Gone are the days of sketching layouts on paper or static PDFs. Interactive floor plan designers allow you to drag and drop tables, stages, and decor elements into place with scale-accurate precision.

For example, a banquet manager preparing for a corporate gala can quickly shift from a theatre layout to a cabaret style using pre-designed components, which saves valuable time and effort.

2. 3D and Photorealistic Visualisation Software

Clients often need more than a flat diagram to envision their event. Visualisation tools transform basic layouts into immersive previews, offering a lifelike perspective of how the space will look.

For instance, a wedding planner can guide a couple through their reception setup using a 3D model that includes lighting and decor elements, helping them feel confident and excited about their decisions.

3. Seating Arrangement Solutions

Innovative seating tools make it easier to efficiently assign guests to tables. These features enable planners to drag and drop names, strategically group guests, and accommodate last-minute requests.

As a result, when a VIP table needs to be changed the night before the event, the update happens quickly without disrupting the entire plan.

4. Venue-Specific Diagram Templates

Using diagrams that reflect the actual dimensions of your space removes uncertainty from the planning process.

Whether the event takes place in a hotel ballroom, a rooftop terrace, or a large expo hall, these templates offer an accurate starting point.

This makes it easier to customise layouts for unique spaces while maintaining precision and confidence.

5. Guest List Management Tools

When guest information is directly integrated into the layout, the planning process becomes significantly more efficient.

RSVP statuses, dietary preferences, and table assignments can be updated in real time.

For example, if a guest cancels at the last minute, planners can adjust the seating chart immediately and ensure the setup team is informed without delay.

6. Equipment and Furniture Libraries

Designing layouts with access to an inventory of actual items, such as tables, chairs, and AV equipment, ensures that your plan aligns with what is available on-site.

For example, when a planner includes a portable bar or lighting rig in the diagram, the setup team knows precisely what to bring and where to place it. This clear guidance helps avoid confusion and delays on the day of the event.

7. Mobile-Friendly Setup Tools

Access to event plans on mobile devices offers convenience and clarity for everyone involved. Setup crews, stylists, and AV technicians can view real-time layouts on smartphones or tablets, regardless of their location on site.

This makes it easier to respond to changes quickly and keeps the entire team aligned throughout the setup process.

8. Automated Space Optimisation

Finding the right balance between maximising capacity and maintaining guest comfort is easier with automation.

These tools utilise smart algorithms to calculate the optimal layout based on the space and event type.

For instance, when planning a fundraising dinner, the software can adjust seating to increase capacity without creating a cramped environment.

9. Unlimited Event Creation Capabilities

For venues that host multiple events each week, flexibility is essential. Tools that support unlimited planning allow teams to save and manage countless layouts.

This means planners can prepare for different setups in advance, compare options side by side, and respond to client inquiries without delay.

10. Custom Shape Design Tools

No two events are the same, and the ability to customise layouts is crucial.

Custom shape tools allow planners to design unique areas such as circular stages, abstract lounge spaces, or unconventional booth configurations.

This feature helps bring a client’s vision to life while maintaining layout accuracy.

What to Look for in Event Planning Tools

Selecting the right event planning software is crucial for seamless operations and optimal client satisfaction.

Here’s a straightforward checklist to help venue owners evaluate their options, along with a look at how EventDraw aligns with these priorities:

What to Look for in Event Planning Tools

a. Ease of Use

A platform should be simple enough for your entire team to pick up quickly. EventDraw stands out for its intuitive drag-and-drop layout builder, which enables staff to design floor plans accurately without requiring extensive training.

b. Unlimited Access and Flexibility

Look for tools that support unlimited event creation without hidden caps. EventDraw allows planners to create, revise, and save as many layouts as needed, making it ideal for high-traffic venues that handle multiple events weekly.

c. Customisability

Venues come in all shapes and sizes, so your planning tool should adapt accordingly. EventDraw makes it easy to create custom shapes, import venue-specific templates, and tailor each diagram to match your unique space and style.

d. Compatibility with Your Venue Type

Whether you manage a wedding or conference centre, a stadium, or an expo hall, your software should scale with your space and event style.

Wedding/Conference Centres need simplicity and visual clarity
Stadiums and Arenas require support for complex, high-capacity layouts
Universities and Exhibition Centres benefit from repeatable templates and rapid plan adjustments

EventDraw covers all of the above with thousands of templates and customisable layouts.

e. Mobile Accessibility

Planners and setup crews need access to live updates, especially during setup. EventDraw works seamlessly on tablets and mobile devices, enabling everyone to stay synced and responsive in real-time.

f. Smart Automation and Visual Tools

Time-saving features like auto-seating and 3D previews are more than just convenient. In fact, they help you deliver a professional client experience.

EventDraw includes automated space optimisation and immersive visual layouts to simplify approvals and enhance presentation quality.

Ultimately, investing in the right tool doesn’t just save time. It also helps your team plan with confidence, improve collaboration, and deliver events that exceed expectations.

Final Thoughts: Are Your Tools Holding You Back?

If your team is still redrawing layouts, chasing changes, or using outdated tools, you’re losing more than time. You could be losing bookings.

What if your venue could respond to layout updates in minutes?

Or if clients could instantly see their event in immersive 3D?

That’s the EventDraw difference. As the trusted global leader in Event Diagramming Software, it supports every venue type.

Whether you’re managing a Wedding or Conference Centre, a Stadium, a Government or Council space, a Casino Resort, a Convention or Exhibition Centre, a Performing Arts venue, or a University campus, EventDraw is designed to work for you.

With EventDraw, you can:

Design fast, accurate Event Floor Plans with simple drag-and-drop tools
Create stunning photorealistic and 3D transparent layouts
Enjoy unlimited Event Seating Arrangements with total flexibility and no restrictions.
Work with 5000+ furniture shapes and custom layout options
Share mobile-friendly floor plans with every team member in real time

So here’s a question to consider:

How many events are you planning the hard way when EventDraw could make it simple?

The right tools reduce stress, win more bookings, and help your team deliver events that truly stand out.

Explore EventDraw today and see how easy it is to create event planning solutions that match your space, your style, and your goals.

It’s about more than saving time. It’s about planning with confidence, presenting professionally, and creating standout events your clients will remember.

Ready to plan smarter? Request a demo and see EventDraw in action.

FAQs: How can EventDraw help your venue plan better?

1. Can EventDraw handle last-minute layout changes on event day?

Yes. With EventDraw’s real-time syncing and mobile access, you can adjust your Event Floor Plan instantly from a tablet or laptop.

Setup crews and stylists can see updates immediately, ensuring everyone stays on the same page without delay.

2. Does EventDraw support collaborative planning with external vendors?

Absolutely. EventDraw makes it easy to share diagrams with caterers, AV teams, and wedding stylists. Everyone involved can view accurate layouts, which reduces miscommunication and streamlines the approval process.

3. Is EventDraw suitable for venues that host multiple events at once?

Yes. EventDraw supports unlimited plans and users, making it ideal for high-capacity venues such as convention and exhibition centres, as well as casino resorts and Hotels.

You can manage multiple layouts across various spaces, all from a single platform.

4. How does EventDraw improve client presentations during the sales process?

Instead of showing rough sketches or generic templates, you can present immersive 3D transparent Event Floor Plans that reflect your actual space.

This builds trust, helps clients visualise their event, and increases the chance of securing the booking.

5. Can I design custom stage or booth layouts for trade shows and expos?

Yes. EventDraw includes a powerful custom shape design tool.

You can create unique booth configurations, circular stages, or abstract lounge areas to match your client’s vision, beneficial for university and higher education events or product expos.

6. What if my venue doesn’t use the same furniture every time?

With over 5000 furniture shapes in its library, EventDraw lets you build layouts using items that match your current inventory.

You can also design and save custom items to reflect seasonal or event-specific equipment changes.

7. How does EventDraw reduce setup errors and misplacement?

EventDraw ensures everyone, from event coordinators to AV crews, sees the same updated floor plan.

With clear placement guidance and scaled layouts, the guesswork is removed. This improves setup accuracy and avoids costly rework on the day of the event.

Meet EventDraw: An Australian-made Revolution in Event Floor Planning

by EventDraw Team | Mar 4, 2023 | Blog

Revolutionizing the Cost and Efficiency of Event Floor Planning

Event floor planning experts, Visio Group, have made a significant stride with their latest cloud-based floor plan software application, EventDraw.

This cutting-edge software revolutionizes the cost and efficiency of their existing system, which is already trusted by thousands of clients in Australia and around the world. Event floor planning plays a critical role in determining optimal set-ups, maximum capacities, and ultimately, revenues. It is also vital for delivering exceptional client service. However, navigating the world of event floor planning software can be complex and confusing.

Should you opt for CAD?

Can AV meet your needs?

Do you even need software at all when you can simply rely on a tape measure?

Let’s delve into a better solution.

Why CAD Software Isn’t the Answer

Jay Laybutt, Visio Group Director, sheds light on the misconception surrounding CAD software. He explains, “Often we hear, ‘we have or need CAD software.’ This is absolutely misleading. CAD software is used for designing an Airbus A380, a Boeing Dreamliner, building a tunnel, designing a building, or designing a new car.” Laybutt emphasizes the complexity of CAD software and highlights the major advantage of Visio’s solution: ease of use. With approximately 30 minutes of training, clients can create detailed floor plans using Visio, whereas CAD software demands hundreds of hours of training and falls short in comparison. Laybutt also cautions that incorrect setup in CAD can lead to inaccurate floor plans, causing venues to underestimate their maximum capacities by up to 30 percent. This underestimation can significantly impact revenue potential.

A floor plan for Doltone House

Eventdraw-floor-plan-Doltone House- Jones Bay Wharf Floor Plan

Maximizing Revenue Potential with Accurate Floor Planning

Venues often underestimate their maximum capacities, leading to missed revenue opportunities. For instance, just one extra table seating 10 people, at a venue hosting an average of four events per week, could generate an additional $270,000 per year. Relying on traditional methods like tape measures can be time-consuming, inaccurate, and requires repeating the process for each new event.

EventDraw offers a superior solution.

Introducing EventDraw: A Game-Changing Cloud-Based Software

EventDraw is the result of six and a half years of meticulous development by Visio Group. It takes the best elements of Visio’s Microsoft-based product, which has been refined over two decades, and brings it to the cloud. This move makes the software more accessible, efficient, cost-effective, and faster than ever before. You can even try the software here and experience its transformative capabilities firsthand.

Visio Group’s software can also be used to create floor plans for outdoor spaces

Cost-Effective and Easy Setup

Gone are the days of expensive licenses and complicated setups. With EventDraw, the pricing is based on the number of templates required by an organization, rather than the number of users. This pricing model has drastically reduced the cost to approximately 0.07 cents per user. Moreover, the cloud-based nature of the software has significantly reduced the setup time, allowing clients to get up and running swiftly.

Streamlined User Experience and Eliminating Outsourcing

EventDraw offers a user-friendly interface that enables users to create millimeter-accurate floor plans effortlessly. It provides access to an extensive inventory of around 3,900 furniture items directly from suppliers like Sydney Prop Specialists and Decorative Events and Exhibitions. With such comprehensive resources at hand, there is no longer a need to outsource floor plans to the AV department. Event coordinators can swiftly create and share floor plans, collaborate with AV technicians, and even allow wedding venues to assign guests to seats on a live electronic floor plan. The software’s intelligence and efficiency save time and enhance client reputation by eliminating unnecessary delays and miscommunication.

Try EventDraw here.

A sample plan for Merivale

Testimonials from Satisfied Clients

“If any of our clients were asking for [floor plans], we’d just do a really quick sketch — just drawing it out on a piece of paper and just letting them know. But then we had a client actually come to us and say, ‘We need a proper software PDF floor plan.’ It’s fairly easy, fairly simple, fairly straight to the point. Anyone can use it if they’re not tech-savvy. That’s the one thing I was really scared about – I didn’t want to get software that I had to really think much for. I just wanted to go into the website or the program, do what I had to do and just print it off or send it to the client straight away and not really have to think about it.”

Lorena Garofalo, Quay West Suites Melbourne

“If you don’t have a floor plan, you can’t really deliver the event. It’s also imperative for us to use it to direct people to where they need to go. I don’t use it as much for drawing up room layouts, but in order to say, ‘Okay, you need to walk from P1 to the front of the dome.’ To say that to someone that hasn’t been here before, they’re like, ‘Well, where is that?’ Whereas if you can just quickly mock it up on Visio and send it, they’re [like], ‘Oh okay, yes, that makes sense.’ You can come up with a million ideas but everything’s to scale, so once you drop it on a floor plan everyone knows exactly what fits and what doesn’t.”

Natalie Luzi and Melissa Goodman, Sydney Showground

“One of the other things is, we deal with a wide range or clientele — people that do draw in CAD and send us plans all the way down to people who don’t have anything to put a plan together. So sometimes the girls will put that in onto one of our plans through Visio — simple stuff — so we’re doing that service for them.”

Bernie Serone, Sydney Showground

“What we love about them is we take over quite quickly these spaces and as soon as we contact them we’ve got the floor plan within 24 hours. That team, I think they’re well and truly part of our furniture. Their floor plan requirements in their software is exactly what we need. We haven’t ever had to step outside of that or use someone else’s services. We needed more to-scale event and floor plans. Each one of our venues is so different and unique — they use different shapes and our clients require to-the-tee measurements of the floor plans and the shapes that we have onsite. Our sort of style [of] events and weddings do not allow you to be complacent or lazy when it comes to their floor plans.

They’re a credit to the industry and we’re certainly lucky to have them as part of our contacts for our floor plans because they make it so easy. It can get extremely stressing, especially with the sort of services and requests that we require — they’re always onto it and nothing’s ever an issue for them, which is great. It does put us on a level of professionalism when we can produce a proper floor plan and certainly one to scale, so quickly, especially with quick turnovers and takeovers of venues, it just goes to show how much we truly care about our [clients] and our floor plans and making sure that whatever the client wants within the space can fit. Especially the sort of style events that we do, we have to make sure and illustrate to the client that it can actually fit on the plan.”

Jane Saliba, The Venues Collection