Event floor plan softwareLay out the room before anyone lifts a table.
Draw your event space to scale, place every table, chair, bar and dance floor, check it in 3D and send it to the client. The floorplan lives on the booking, so it always matches the guest count and the BEO.
MyVenueHQ’s event floor plan software draws your venue to scale in feet and inches, with a catalogue of real banquet furniture: 60 and 72 inch rounds, banquet and cocktail tables, chairs, stages, bars and dance floors. It counts seats as you go, shows the room in 3D, shares a view link with the client, and attaches the plan to the event’s BEO. It is included on the free plan.
Why a floorplan belongs on the booking
Standalone diagram tools draw a good picture, and the trouble starts when the picture and the booking disagree: the guarantee moves from 110 to 120 and the drawing still has 11 tables. In MyVenueHQ the layout is part of the event, next to the guest count, the menu counts and the BEO, so the crew builds the room the client approved. The guest count change checklist lists who else needs the new number.
What you can do with it
- Work to scale. Every piece has its real footprint, stored in inches, and the room is measured in feet. A measuring tool and rulers check any distance.
- Count seats as you go. Smart tables bring their chairs with them, and the seat count keeps up as you add or remove tables.
- Seat guests by name. Paste the guest list or upload a CSV, drag each name to a table, and see who isn’t seated yet.
- Stay within what you own. Tell it how many rounds, banquets and chairs your venue has, and it will not plan more than exist.
- Line things up. Align and space selected tables evenly across or down, snap to the grid, lock pieces that should not move.
- See it in 3D. Switch the plan to a 3D view to check sight lines to the stage and the head table.
- Share it. Send the client a link to view the layout, no account needed.
- Hand it to the crew. Attach the layout to the banquet event order and it prints on the setup sheet.
- Reuse a good room. Duplicate a layout for the next wedding with the same setup and adjust from there.
The furniture catalogue
Real banquet sizes, so a plan that fits on screen fits in the room.
| Category | Pieces |
|---|---|
| Tables | 60 inch rounds (seat 8), 72 inch rounds (seat 10), 6 ft and 8 ft banquet tables, 30 inch cocktail tables, 8 ft buffet tables |
| Seating | Chiavari and banquet chairs, lounge chairs, two and three seat sofas, ottomans |
| Stage and dance | 16 by 12 ft stage, 4 by 8 ft risers, 20 by 20 ft dance floor, 4 by 4 ft dance floor panels, DJ booth, podium, 10 ft projector screen |
| Service | 8 ft bar counter, coffee station, stanchions |
| The room itself | Walls you draw, single, double, French, sliding and bi-fold doors, windows, entrances, floor finishes from hardwood to carpet to marble |
| Decor and light | Plants, trees, fountains, spotlights and point lights for the 3D view |
What to look for in event floor plan software
The things people ask about when they compare tools, and where MyVenueHQ stands on each, including what it doesn’t do.
| Feature | Why it matters | In MyVenueHQ |
|---|---|---|
| Drawn to scale | A plan that fits on screen has to fit in the room. | Yes. Rooms in feet, furniture in inches, with rulers and a measuring tool. |
| Real banquet furniture | Seat counts are only right if a 60 inch round really seats 8. | Yes. Rounds, banquets, cocktail tables, stages, bars and dance floors at real sizes. |
| 3D view | Clients read 3D faster than a plan, and you catch blocked sight lines. | Yes. Switch any layout to 3D. |
| Guest names at tables | The seating chart and the floor plan should be one drawing. | Yes. Paste or upload the guest list and drag names to tables. |
| Client sharing | Approvals happen faster when the client can open the plan. | Yes. A view link, no account needed. |
| Tied to the booking and BEO | When the guest count moves, the plan has to move with it. | Yes. The layout sits on the event and prints with the BEO. |
| Inventory limits | Stops a plan that needs more tables than you own. | Yes. Set your counts and the builder holds to them. |
| Print or PDF | The setup crew works from paper. | Yes. Print it or save it as a PDF. |
| Import a CAD or PDF plan | Saves drawing a big or odd shaped room by hand. | Not yet. Draw the walls from measurements or start from a room template. |
How to make an event floor plan
- Measure the room, or start from a template: a 20 by 15 ft small room, a 40 by 30 ft medium room, a 60 by 40 ft hall, or an L or T shaped space.
- Draw the walls, doors and windows where they really are. Everything after this is placed in real feet and inches.
- Place the fixed pieces first: the bar, the stage or head table, the dance floor and the buffet.
- Add dining tables with their chairs. Leave about 60 inches between round tables, which is 18 inches for each chair to pull out and a 24 inch aisle for servers.
- Check the seat count against the guest count, and walk the room in 3D to spot sight lines and tight corners.
- Share the plan with the client, then attach it to the BEO so the setup crew builds what was approved.
How many round tables fit in a room?
Budget roughly 100 square feet per 60 inch round of 8, aisles included, after you take out the dance floor, bars, stage and buffet. So a 60 by 40 ft hall (2,400 square feet) with a 20 by 20 ft dance floor and a bar seats somewhere near 150. Lay the tables out at size to get the real number, and check it against your fire code, which sets the legal maximum. The banquet table sizes chart has seats per table and floor space per guest.
Floorplan questions.
What is event floor plan software?
Event floor plan software, also called event diagramming software, lets you draw an event space to scale and place tables, chairs, stages, bars and dance floors in it, so you can check capacity and flow before the day and give the setup crew an exact plan.
Is the MyVenueHQ floorplan builder free?
Yes. 2D and 3D floorplans are included on the free plan, which covers one venue and up to 20 events a month. The Venue plan is $100 a month for unlimited events.
Can I show the client the layout?
Yes. Share a link and they can open the layout without an account, or walk it in 3D with you before they arrive.
Does it know how many tables I own?
Yes. Set how many of each table and chair you own and the builder won’t let a layout use more.
Can I make a seating chart with guest names?
Yes. Paste the guest list or upload a CSV on the layout, then drag each name to a table. Every table shows its count, and anyone not seated yet is listed. The free seating chart maker does the same with no account.
Is there free event floor plan software?
Yes. MyVenueHQ’s floorplans are on its free plan, and the free event floor plan maker works with no account. Cvent offers its seating and check-in tools free to planners; its diagramming for venues is sold through a pricing form.
What Microsoft program can I use to draw floor plans?
Visio has floor plan templates, and some people draw layouts in PowerPoint. Neither knows a 60 inch round from a 72, counts seats or ties the plan to the booking, so venues that lay out rooms every week usually move to an event floor plan tool.
Can ChatGPT create floor plans?
It can suggest a layout in words and sketch a rough picture, but it doesn’t draw to scale in your room’s real dimensions or count seats against your guest list. Use it for ideas, then draw the plan at size.
How much space does a round table need?
A 60 inch round seats 8 and a 72 inch round seats 10. Leave about 60 inches between tables: 18 inches for chairs to pull out on each side and a 24 inch service aisle between them.
Sources
- Social Tables, Free Event Planning Software: free seating and check-in tools for planners, diagramming for venues behind a pricing form.