Room diagrams often break down during handoff.
Sales promises one setup, ops receives another, and banquet teams scramble right before guest arrival.
Common layout failure points
- Setup details live in email threads instead of one system
- Last-minute changes do not reach floor teams
- Capacity assumptions are not validated early
- AV placement conflicts are found too late
What to standardize first
- A fixed set of room setup styles (classroom, theater, U-shape, rounds)
- Capacity limits per room and setup style
- Required annotations for AV, staging, and service lanes
- One final “approved layout” artifact for execution
How software helps
- Shared visual reference for sales + operations
- Faster revision cycles during client changes
- Fewer setup surprises on event day
- Better post-event reviews for process improvement
Suggested workflow
- Step 1: Draft layout with capacity guardrails
- Step 2: Review with ops and banquet leads
- Step 3: Lock layout and attach to BEO
- Step 4: Capture day-of adjustments for next time
If your team is still sending static files back and forth, start testing a dedicated planner in Space Designer.