One of the most important aspects to planning any event is to Arrange Accordingly. Knowing exactly how many chairs, tables, and extra tables you need in the room can be a guessing game for some events, but these tables and chairs dominate the event space. It is important to set them up in a way that is conducive to the entire party environment. Not to mention arranging them in a way that doesn’t make the tables seem like a maze for guests. Read on to avoid trapping guests in a claustrophobic haze of stylishly decorated chairs and tables!
Know your party size. And stick to it. Don’t continually fluctuate on how many people you think are coming. We all know that for some events like a repast it can be hard to get a definite number ahead of time, and of course it is always good to have one or two extra settings just in case, but try to have a ballpark estimate if you can’t get a definitive number. It makes planning out floor space and table settings a lot easier.
Don’t overbook. If the banquet hall or room you are renting out says it can fit 100 people maximum, don’t try to be sneaky and think you’ll be able to squeeze in an extra 40 people. Between tables, chairs, and potentially a buffet and/or dance floor, you want people to be able to move about. Nobody wants to be trapped in a corner table where they can’t move from their seat because the tables are so close together.
Be familiar with the venue. Take a look around your venue space/banquet hall prior to the event and familiarize yourself with the room shape. This will make it easier to visual where you want everything to go when you are planning out your table setup.
Account for additions. Having a dance floor? That takes up space. So does a DJ/band, buffet tables, a gift table, any display tables, any tents, and a bar. Make sure you account for these additional aspects and that you leave ample space for your guests to access them. Trust me, you don’t want to block anyone’s path to the bar.
Draw a floor plan. Whether you are going to be the one physically moving the tables or not, it always helps to draw a floor plan and know ahead of time how you want the room to be set up. Draw in the tables, entrances, exits, and any additional elements like where the bar or DJ will be.
And lastly, some table arrangement reminders:
· Never have a table directly in front of the entrance
· Don’t place tables in front of exits or too close to any doors
· Avoid placing tables directly under air vents. Nobody wants Grandma shivering the whole time!
· Make sure tables are not too close to the buffet/bar/dessert station. Guests need to be able to mill about and linger (when deciding to go back for seconds!)