Proper zoning of the event space is a special skill of the organizer. So that everything was close, but at the same time no one interfered with each other, to take care of the comfort of all participants, that there was no crush, no empty uncomfortable spaces. How to plan everything, do not forget anything and do not rent extra?
Any event has a few basic areas that are almost always used. This checkroom, room (s) for speeches, a relaxation room for speakers, personal space for the organizers and the team, areas for socializing and coffee breaks, food court and market, partners’ stands, restrooms.
What questions should you ask a manager when you are looking around the venue, so as not to take everything into account and at the same time not to rent something unnecessary? Particular attention should be paid to the fact that no floor plan does not replace personal presence at the site, the opportunity to get around it on your own feet and see everything that comes to mind, with their own eyes.
Where, in your experience, is the most convenient place to check in/check out tickets? Look carefully to see if it is suitable for the number of attendees you are expecting. Sometimes you may be advised a location that will accommodate 100 people, but if you have 10 times the number of attendees planned, it’s worth considering alternatives at the venue to avoid creating a crush and queue. Is there a dressing room? If not, what room is usually provided by the event to accommodate it?
How many restrooms are located on the floor where you are going to hold the event, and are there additional ones on adjacent floors? It often happens that there are a lot of restrooms on the floor, but all attendees go to the one closest to the halls. As a result, there is a line there and the others are empty. Put more signs.
What space is provided for a coffee break and if it is not enough for your number of participants, where can you place a second line of distribution nearby and how will the logistics of flow distribution be structured?
Where can you put the market, the food court and partners’ stands?
Naturally, these spaces should (if possible) be located at the same place where the main activity of your event takes place, and not on another floor or in the next wing of the building. Here it is important to make sure in advance that this area has the proper number of outlets, including power, as some partners, such as coffee-pots, the usual power will not be enough. Speaking of outlets. At modern sites, as a rule, they are enough, they are located on the walls and in the hatches in the floor. But if you’re planning to rent an old AC or loft space in a former factory, then get ready to pull extension cords.
Where will the speaker’s room be located? It must be, so that you can leave your things there, rest, prepare for the performance, have a coffee and talk with colleagues.
Where is the organizers’ personal space? This space is absolutely essential, because it’s where you’ll store your stuff, handouts, miscellaneous necessary and spare equipment.
Which entrance and which elevator will be used to lift large structures and equipment?
When inspecting the premises ask to give you a floor plan, which you can mark, where you will be located. This plan then you will show the potential partners so they can choose a place for the area. It will also be an integral part of the contract that you will sign with the site, which will be marked all that you rented (and what you were given a bonus, it also happens).
What’s important to keep in mind when planning site zoning?
There are some non-obvious things that become clear only with experience. Or it happens, for example, that the event has started, and then you realize that:
There’s sound overlap. There is no sound-proofing, or the rooms are too close to each other, or you have chosen a hall for the performance, which is not intended for this, and now the sound from it overlaps the voice of the speaker in the next room. If the event is already underway, there is probably nothing you can do. Therefore, the question of sound insulation should always be asked in advance, if possible, to ask the administrator to let you in for 10 minutes to be present at the site of an event similar in format to yours.
Empty spaces have a depressing effect and make you feel like you haven’t gathered enough participants. For example, you rented a room where you put rows of chairs for the audience in the middle and planned to arrange the partners’ areas along the edges. But you could not attract them, and instead of 20 partners able to “stand up” evenly on both sides, there were only 3. What to do in this situation? To put them in a bunch, side by side, and reduce the remaining empty space with press-walls, roll-ups, modular designs. Unused empty spaces should be avoided (unless you have a freestyle rollerblading competition, of course).