A room layout, drawn to scale, helps the the event planner better understand the venue, its limits and possibilities, cut back on the amount of time planning, save money and ensure the success of the event.
Get everyone involved in the event planning process together and go over the detailed room layout. Everyone involved shares the same visual of the venue, asks and answers questions on the spot and it decreases integration problems during the event planning process.
In case of larger events, it is recommended to use computer aided design (CAD), which allows you to see the room drawing in 3D and color on a very detailed level and helps you understand how to integrate your audio/video systems needed for the event.
A room layout helps you see where the power sources are and the areas crowded with wires, so you can plan better paths and length for your cables that connect to your equipment. The room drawing, also, helps you see how much room you have for backstage area or rear projection setup.
A detailed room drawing, helps you determine how and where to set up seating and the projector screen by showing you sight-lines from various points or any obstructions in the room.
Seating style is another essential issue. The room detailed drawing helps you decide whether to use straight rows of traditional theater, to seat the audience around the presenter in a circle, use large round tables or small two person booths.
Finely, a detailed diagram of your venue, gives you a better perspective of the amount of space you have and how to set up all the elements essential for a successful event.