The Importance of Event Space Planning

Professional event planners understand the importance of space flow. There’s nothing worse than attending an event that feels overcrowded. Good use of the space provided makes attendees happier and satisfied attendees are more likely to help you meet your fundraising goals.
Whether you are hosting a silent auction or a fundraising gala, considering the best use of your event space will set the stage for a successful event. Here are a few things to consider when planning your next event.
5 Tips for Event Space Planning and Secrets to Increase Flow

1. Registration or check in. The decision of where to place registration is crucial because it’s what creates the first impression with attendees. Do you place the registration table outside the room or inside? Space flow outside the event room is just as important as space flow inside the event room. Regardless of where you decide to place registration, remember – people don’t like to feel crowded.
2. Refreshments. In general, the purpose of providing refreshments is to encourage interaction among attendees. Depending on your budget, you may want to place refreshments both inside and outside of the room. This allows for more freedom of movement among attendees and also accommodates the speakers who are waiting their turn to speak. Consider carefully the traffic flow of people. If possible, observe where people tend to naturally stop to talk and plan a space for an inlet or outlet so people don’t create a logjam.
3. Speaker and monitor placement. Consider where monitors are placed. You want to be sure that every seat in the room has a clear view of any monitors set up around the room. With speakers, check the volume setting before you start the event. You don’t want to blast people out of their chairs or irritate anyone with loud electronic feedback. As a safety precaution, make sure all cables are taped down and placed in areas that don’t restrict movement.
4. VIPs. Make sure you provide VIP seating for speakers who wish to attend the entire event or other people whom you’ve deemed important. If speakers are arriving from out of town, it’s a nice touch to have a separate room reserved just for them. This allows for privacy and a little cat nap, if needed.
5. Feedback. This is one of the most overlooked parts of an event. The planners forget to ask for feedback. Ideally, you want to alert attendees to the importance of hearing what they have to say. By placing feedback forms at every table and for every speaker, you’ll increase your response rate. While Twitter is nice for instant feedback, the anonymity of a feedback form often provides more actionable advice.