Floor Plans

What are Floor Plans?

Floor Plans let you create a room layout (tables, seating, a stage, a dance floor, and more) and share it with your clients.

Floor plans work in two places:

• Event Space templates: Reusable layouts saved on each of your event spaces (for example, "Banquet: 12 rounds" or "Theater").
• Event floor plans: A copy of a template (or a blank room) attached to a specific event, which you can adjust for that event and share with your client.

As you place tables and chairs, a capacity meter counts the seats and compares them with the expected guest count and the room's capacity, so you can see at a glance whether everyone fits.

Note: If the event is marked as Prospect, select Booking Tools to launch the floor plan tool. If your event is marked as Qualified, Tentative, or Booked, select the Floor Plans tab. 

How do I create a floor plan template for an event space?

Templates are saved in your event spaces so you can reuse the same layout on any event in that room.

1. Log in to your Eventective account, select Update Profile, then Event Spaces. Open the event space you want to edit.
2. Scroll to the Floor Plans section and click Add Floor Plan.

1. Enter a Name for the plan (required), such as "Banquet — 12 rounds."
2. Choose a Seating style. The list shows the seating styles and capacities already set up for this space.
3. Check the Room width (ft) and Room length (ft). If you haven't entered dimensions, they are estimated from the room's capacities — adjust them if you know the real size.
4. Drag objects onto the room (see How do I use the floor plan editor? below) and click Save.

Note: You must save the event space before you can add floor plans to it.

Managing your templates

Each saved template appears as a card showing a preview, its seating style, and room size. Use the following icons on a card:

• Copy: Duplicate the floor plan
• Trash: Delete the floor plan
• Click anywhere else on the card to open and edit it

How do I use the floor plan editor?

The editor shows your room to scale, with rulers in feet along the top and left edges and a grid that objects snap to.

Adding objects

1. Open the Objects drawer on the left side of the room (it is open when the editor first loads).
2. Drag an object from the drawer and drop it where you want it in the room. The drawer closes while you drag so the whole room is available.
3. Click the Objects tab at any time to show or hide the drawer again.

Working with objects

Click an object to select it. A toolbar appears above the room with these options:

• Seats at this table: Use − and + (or type a number) to change how many chairs are at the selected table
• Duplicate: Place a copy beside the selection — click again to build a row
• Remove: Delete the selected object

You can also:

• Drag an object to move it, or use its handles to resize or rotate it (tables keep a fixed size so their seat count stays accurate).
• Double-click a feature, shape, or text label to type your own text on it.
• Right-click an object for Duplicate and Remove.

Keyboard shortcuts

The capacity meter

The meter above the room shows the number of seats placed and compares it with:

• The expected guest count for the event or function (on event floor plans)
• The capacity for the chosen seating style in this space

The count turns red if you are over capacity. If you mix tables and remove chairs, the meter shows both counts and reminds you to check for double counting.

Finishing up

Use the buttons at the bottom of the editor:

• Clear: Remove every object and start over (the name, seating style and room size are kept; Ctrl+Z brings the objects back)
• Download PNG: Save the plan as an image you can email or drop into a document
• Cancel: Leave without saving
• Save: Save your changes — a Name and room size are required

What objects can I add to a floor plan?

The Objects drawer is grouped into four categories. Every object is drawn to scale.

How do I add a floor plan to an event?

1. Open the event and select the Floor Plans tab.

1. Click Add Floor Plan.
2. Under Copy from a template, choose one of the templates saved on this event's spaces.
3. Under Attach to, choose The whole event or a specific function.

1. Click Add. Or, click Start from an empty room to draw a new plan from scratch.
2. Click the new card to open it in the editor. Here you can also set the Space and For (function) the plan applies to, and make any changes for this event.

The event's copy is independent of the template — editing one never changes the other. If the template is updated later, the card shows a notice with two choices:

• Use the new version: Replace the event's copy with the updated template (changes made on the event are lost)
• Keep mine: Keep the event's copy as it is

How do I share a floor plan with my client?

1. On the event's Floor Plans tab, click the Share icon on the floor plan card.
2. Leave Notify the planner checked to let your client know, and add a short message if you'd like.
3. Click Share.

The planner receives the floor plan as a PDF in their documents, along with a "Documents for your review" message, an email, and a text (if they've opted in). Shared plans show a Shared badge on the card.

Use the following icons on an event floor plan card:

• Share: Share the floor plan with the planner
• Eye with a slash: Stop sharing the floor plan
• Trash: Remove the floor plan from the event (the template is not affected)

Updating a shared plan

If you edit a plan after sharing it, the card shows "The planner is seeing an older version of this plan." Click Update the shared copy to send the latest version. You can uncheck Let the planner know it has been updated so they won't be notified you made any changes.

Floor plan tips and FAQs

Do floor plans appear on the Event Order? 

Yes. Every floor plan attached to an event is printed in the Floor Plans section of the Event Order, along with any floor plan files uploaded to the event.

Why can't I resize a table? 

Tables are fixed sizes so their seat counts stay accurate. Pick a different table size, or change the number of seats with Seats at this table.

Why is my Save button grayed out? 

A floor plan needs a Name and a Room width and Room length before it can be saved. Hover over Save to see what's missing.

The room dimensions are shown as approximate. Why? 

If the space has no dimensions on file, the room size is estimated from its capacities. Enter the real width and length if you'd prefer.

What if I don't have separate event spaces and can only rent the whole venue? 

You can still create an Event Space for your entire venue, and use the Floor Plan tool as outlined above. Or, you could create a custom Floor Plan for each event.

Can I use floor plans on my phone? 

Yes. The editor works on phones and tablets — tap Objects to open the drawer and drag objects into the room. Ctrl+Z is not available on touch screens, so use Cancel to leave without saving if you need to undo.