How to Create a Convention Floor Plan

Convention floor plans are an organizational must!

Planning a large convention or fair can be a detailed task. Creating the floor plan for the space is one of the easier elements. With some detailed measurements, available from the hall coordinators, and a calculation, you can create a floor plan that will keep your vendors, visitors and assistants on track.

Things You'll Need

• Computer with Excel, or graph paper Color pencils (for paper only) Ruler (for paper only)

Instructions

1. Obtain measurements of your space from the hotel, convention center or hall banquet manager. The measurements should be as detailed as possible, providing the location of any doors, windows and restrooms that occupy the space.

2. 

   Using a grid pattern, block off any doors, restrooms and food areas. Decide in advance, based on the measurements, what the value of each square on the grid is worth. If you are having vendors, how much room will each need and how many do you want to accommodate. Most standard spaces for convention or art/craft fairs are 10-feet square.

3. 

   Mark the walkways. Aisles should be at the least 36 inches in width to be compliant with the Americans with Disabilities Act (ADA). Allow one aisle for each aisle of vendors---if you have vendors on each side of an aisle, there should be at least 6 feet of space between the two vendors, allowing for two-way traffic. Once you have your aisles identified, review the grid for any inconsistencies. For example, will you need additional space in front of the food court or restrooms?
   Make sure to include a key on your grid to identify areas you marked.

4. 

   Begin separating your "booth" or vendor space. After planning your aisles, the room you have left on the plan is available for vendors or tables. In the image you'll notice a number of spaces that are not conducive to separating. These have been marked as double spaces and should be given to vendors who request additional space. Assign a number to each space to give to your participants when they reserve booths. In this diagram, the vendors are back to back in the two center aisles and there have been single spaces allocated around the outside walls.

Tips & Warnings

• Assign your spaces first, keeping the less than desirable (near restrooms or strange shaped) spaces for last. You can offer discounts to last minute participants or add seating to allow your attendees a place to rest. Add some seating/tables in front of any food areas to help avoid backups.