Why Venues Should Use Virtual Event Planning Software

The ability to work digitally, virtually, and to sell an event space remotely is critical to the continued success of event venues today.

If you are looking to better understand Allseated’s venue planning tool features and how using virtual event planning software can help you to sell your event space remotely and plan events virtually, here are some of our favorite virtual events platform features.

Easily Design Floorplans To-Scale

With all floorplans designed to scale in 2D with the ability to view in 3D, event venues can collaborate with vendor teams and clients to design floorplan layouts for events. 

It is very easy to customize details and most importantly, ensure accuracy.

There are many features available when designing floorplans online using Allseated virtual event software..

For example, Allseated online floorplan design tools allows you to:

• Select your tables, chairs, objects, and furniture
• Customize spacing
• Join tables and/or knock off chairs
• Include spacing for dance floors and entertainment areas
• Mark exits within the layout
• List any planning details and/or notes directly within the floorplan
• Save favorite objects and templates for future layouts
• Create custom groups and save to favorites
• Upload files (including JPG, PNG, PDF) to floorplan

Seating Charts For Events Designed Virtually

It’s super easy and efficient to create an online seating chart when using virtual event tools. It’s simple and efficient to seat guests within the event floorplan layout by selecting guests from the guest list and placing them at the desired tables. The option is available to assign guests to specific seats at specific tables if desired.

Online Guest List Management

Allseated’s state of the art guest list tool increases operational efficiency and organization.. The guest list provides added value to clients as well, allowing users to do the following:

• Keep an accurate count and list of all invited guests in one place.
• List mailing information
• Group guests into categories (such as friends, family, colleagues) for even more organization.
• Keep notes
• Track RSVP’s
• Assign meal preferences for each guest, preventing the chance for error.
• Specify guests for multiple events such as bridal showers, rehearsal dinners, and day-after wedding brunches.
• Arrange seating charts directly from the guest list.
• Generate reports

2D/3D Floorplan Viewing

A major benefit for venues when using Allseated’s virtual event software is the ability to view event floorplans in 2D and 3D. At any time during the digital floorplan design process, easily, it’s easy to switch from 2D viewing to 3D viewing to take a virtual walkthrough of the layout. The 3D viewing options include Bird’s Eye viewing which allows you to see your floorplan in 3D from an above view. It’s also possible to virtually walk through the online floorplan layout in 3D via 1st Person View as if you were taking a virtual walkthrough of your floorplan. The many varieties of 3D floorplan viewing options help to ensure that you’re 100% satisfied with the layout during the design process. This makes the day of the event seamless, accurate, and in line with your event vision.

Virtual Reality

As part of Allseated Vision, it’s easy for venues to take their event space on the go thanks to virtual reality. Using a VR headset allows you to take your venue with you virtually to exhibitions, conferences, networking events, out of office meetings or appointments, and destination clients. With Allseated Vision, venues are able to continue to sell remotely without the need to meet onsite for an in-person venue tour.

Virtual reality viewing is beneficial even while at your venue. If the event space is in use while a prospective client is onsite for a tour,  Allseated gives you the ability to showcase your venue and event spaces with virtual reality.

Visitors can tour your venue in 360 degrees, preview their tables and furniture, and even view a custom setup in virtual reality to achieve photorealistic immersion into your venue.

In addition, AllSeated offers virtual reality goggles that will allow you to take a virtual walkthrough tour of a 3D floorplan in a realistic simulation.

Objects Library 

In addition to a vast standard object library with a wide range of tables and chairs based upon the industry standards,  Allseated’s virtual event planning platform also has several furniture rental partnerships. The furniture partnerships include the two largest national rental companies, AFR and CORT. This allows users to choose from a large selection of event furniture items when designing their event floorplans online. All event furniture renders beautifully in 3D which further enhances your digital event floorplan layouts.

Private Collections

It is possible to have custom items rendered and uploaded as a private collection in Allseated. The private collection option allows your team and clients to work with your venue’s in-house inventory when designing floorplans.

Allseated VISION

With Allseated Vision, it’s incredibly easy for venues to now sell their event spaces on the go while allowing clients to visualize events at their venue. Allseated Vision venues are able to showcase their event space in a photorealistic RealView across multiple platforms. These platforms include desktop, tablet, mobile, and VR headset. This provides enhanced interactive visualization for client experience and ability for venues to close more business by virtually transporting clients to their event space no matter where they are in the world.

Website Widget For AS Vision Venues

With Allseated Vision, venues are able to showcase their event space via a widget on their website. This widget helps to drive more traffic to their venue spaces, providing an interactive and informative tool for clients, opening the door to more business and ability to sell their venue and book more events. It’s more important than ever to have options for virtually event booking. Using Allseated makes it easy.

Allseated Connect 

The Allseated Connect (which is part of Allseated Vision) is the first virtual meeting platform to bring the entire event team together for interactive tours. Using the virtual meeting platform allows you to plan events virtually, eliminating the need for onsite inspections and walkthroughs. 

The Connect allows vendor teams (and clients) to virtually meet within the event space to explore the layout with access via a tablet, laptop, desktop, or VR headset. 

Here are some of the benefits of the virtual event meeting platform provided by Allseated Connect:

• • Training of remote people
  • Enhanced communication
  • Video Conferencing
  • Virtual On-site inspection
  • Remote sales
  • Operational efficiency
  • Floorplan collaboration
  • Visual Communication 

Close More Business  – REMOTELY 

The use of Allseated’s platform will help venues to close more business virtually and reach new markets without having to meet in person. The ability to work with vendor teams and clients virtually opens up opportunities and increases sales quicker and more often than ever before.

With enhanced visualization and features that allow you to stand out from the competition, event pros can create layouts and suggest floorplans to clients during the design and planning stages. This added benefit can sell a client on an idea through the enhanced visualization available to them when collaborating within Allseated.

Designer Tools

Allseated’s virtual event software for venues includes designer tools that provide enhanced visualization for tabletop and buffet displays to-scale within the wedding seating chart and floorplans. The designer tool options include place settings, flowers, centerpieces, linens, and buffet pieces, with many more objects to come.

The designer tools offer enhanced visualization and accuracy, making the collaboration process for vendors and clients much more efficient. Florists, rental companies, and event designers use the designer tools along with clients to collaborate efficiently and accurately to design the best tabletop layouts for an event.

Save Time With Virtual Event Planning Platforms

So much time during the planning process when using digital planning tools. Not to mention, the need for on-site meetings is no longer as necessary as it once was in the past!

Venues can work together with their staff and vendor teams within Allseated to review floorplan details, virtually tour event layouts, review inventory, and utilize the timeline tools to ensure a seamless event set up and execution. With all data updated in real-time, it’s easy to make changes during the planning stage to ensure the accuracy of the information on the day of an event.

Create and Manage Event Timelines

Collaboration with your vendors and clients within timelines has never been easier or more efficient.

• Create multiple event timelines to better manage all details of the event. Set up an event timeline strictly for your client’s planning needs while also setting up vendor timelines to focus on the day of set up for an event.
• View event timelines side by side to ensure different tasks take place in perfect coordination.
• Collaboration is key. Being able to work with your vendors and clients virtually within the event timeline, which is always updated in real-time, keeps everyone up to date and working from the same schedule.

Easily Generate Reports

It’s simple and efficient to generate useful reports for your events that can be filtered to meet many of your event planning needs. For example, generate a floorplan report to detail your specific layout along with a complete listing of the inventory, table breakdown, and seating information.

A guest report can also be generated to include details such as meal types, table numbers and any other information relevant for the venue/caterer. A guest list report can also be generated for other planning purposes such as invitations, escort cards, and favors.

Two Ways To Virtually Collaborate Using Allseated Virtual Event Platform

Allseated offers a few ways to collaborate on an event. One way is to invite users into the platform and the event. This is a great way to give clients access to the guest list, seating, and floorplan while also allowing vendors to enter their floorplan details and timeline information. (It’s easy to manage permissions to control what can and can’t be edited).

With a shareable link that is easily generated from a floorplan, you are able to send the floorplan to someone without having them listed as a user for the event. This allows them to view the 2D/3D layout and move around the room without ability to make any changes.

Day of Mobile App for Tablets

As an added bonus, venues love to use Allseated for the event check-in software made available by Allseated’s Day of Mobile Check In App. The Mobile Event App for tablets offers a mobile check-in system including:

• Ability to view floorplan diagrams in both 2D and 3D
• Access to the master seating chart
• Realtime collaboration
• Live check-in updates
• Overview of check-in status

We Are Here To Support

Allseated values every one of our clients. You’re never left alone in your planning. No question is the wrong question. Rated #1 for customer service, our educated, helpful, and responsible team is available 24/7. Event professionals work around the clock planning events, so we do too. We respond immediately, with helpful answers and friendly advice. Questions are escalated quickly if high-level assistance is needed. Our founders, CEO, and management will get involved at any time to help.

To learn more about how Allseated’s virtual events platform benefits your event venue, contact us for a demo.

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