Not everyone realizes how important a room diagram for your wedding reception is! From someone who LOVES a good game-plan, I can barely function without having a layout of an event space. There are so many reasons why room diagrams are important! Not only for yourself, but all of your wedding vendors will truly appreciate it! Let’s dive into some of those reasons as well as how to make your own room diagram to share with everyone!
The first reason why it is so important is that it shows where you would like everything to be placed on your big day. From the location of the cake table, to the photo station, even to where your head table will be placed. There have been many times where we enter a venue and notice there isn’t a cake table when there should be. We would be able to then let your venue know that your cake table is missing and have them place it according to the room diagram. We want to help you in any way and by catching these small details. It’s one less thing you have to worry about while you’re busy getting your hair and makeup done!
Another reason room diagrams are so important is to know how many guests will be sitting at each table. This is extremely knowledgeable for your caterer and your decor rental companies. Most venues provide their own chairs so you’ll need to find out how many chairs they put at each table. You may only have 6 guests sitting at table 5 but your venue will still put out 8 chairs. So you’ll want to make a decision on whether you tell your venue that you only want 6 chairs. On the other hand, you could tell your caterer/rental company that you actually need 8 plates for table 5. That way your rental company/caterer knows beforehand and brings all the dishes that you’ll need to make your tables look complete. This will prevent empty place settings or too many place settings and not enough chairs.
Now, how do you even make a room diagram?! It is actually quite simple. You can ask your venue for a blank room diagram. Most have them in some shape or form; whether it’s a printed copy or a pdf they can email you. OH NO, your venue doesn’t have a blank one!! No worries, just make one yourself. It doesn’t need exact dimensions. Just similar to what we will see when we walk in for your setup. You can either do this by using a customizable template or just grab a pen and paper and draw it out yourself. We aren’t expecting a masterpiece. We just need some guidance on how you are wanting your layout for the big day.