How to Share Floor Plans and Create Multiple Layouts
Designing a great floor plan is only half the job. The other half is getting it in front of the right people - your venue manager, your AV team, your catering staff, your client. Ripluo makes it easy to create multiple layout versions, share them for feedback, and export polished floor plans for printing or presentations.
Step 1: Create Multiple Layout Versions
Most events need more than one floor plan. You might need a ceremony layout with theater-style seating and a separate reception layout with round tables and a dance floor. Or you might want to present two options to a client and let them choose.
In Ripluo, click "Create Floor Plan" to add a new layout to the same event. Name each version clearly: "Option A - Theater Style," "Option B - Banquet Rounds," or "Setup Phase" vs. "Event Phase." Each floor plan has its own canvas, objects, guest assignments, and color scheme.
Having multiple layouts lets you plan transitions too. Your setup crew can reference the "Setup" floor plan, and your day-of team can reference the "Event" floor plan. No confusion about which layout applies to which phase.
Step 2: Share Floor Plans with Vendors
Your venue manager needs to approve the layout. Your AV team needs to know where to run cables. Your caterer needs to see where the buffet stations go. Instead of emailing screenshots back and forth, use Ripluo's sharing features to give vendors direct access to the floor plan they need.
From the floor plan view, click the share button to generate a shareable link. You can also add vendors as collaborators on the event with view-only access to the floor plan. This way, they see the latest version without you having to resend every time you make a change.
Step 3: Export Floor Plans for Printing
When you need a physical copy - for a site walk, a team briefing, or a planning binder - export your floor plan as a high-resolution image or PDF. Click the export button and choose your format. The export includes all objects, labels, zones, color-coding, and guest assignments exactly as they appear on your canvas.
Print it out and hand it to your setup crew so they have a visual reference while placing tables and equipment. A printed floor plan on a clipboard is still the fastest reference tool during a hectic setup day.
Step 4: Use Floor Plans in Client Presentations
If you are a professional planner presenting layout options to a client, exported floor plans make excellent visual aids. Include them in your proposal or presentation to show the client exactly how their event space will look. Side-by-side comparisons of "Option A" and "Option B" help clients make confident decisions.
When the client requests changes, update the floor plan in Ripluo and re-export. The shared link always reflects the latest version, so there is no confusion about which file is current.
Step 5: Iterate and Refine
Floor plans evolve throughout the planning process. The initial draft rarely matches the final layout. As RSVPs come in, guest counts change, vendor requirements shift, and new ideas emerge, update your floor plan in real time. Because Ripluo saves changes automatically, you always have the latest version without worrying about file management.
If you want to preserve a snapshot of an earlier version, duplicate the floor plan before making major changes. This gives you a reference point to compare against if you want to revisit a previous layout idea.
Get Started for Free
Ready to create floor plans your team and vendors will actually use? Create your free Ripluo account and start designing. Multiple floor plans, sharing, and export are all included in the free plan.
Frequently Asked Questions
Is there a limit to how many floor plans I can create per event?
No. You can create as many floor plans as you need for each event - different rooms, different layout options, different event phases. There is no limit on the free plan.
Can vendors edit the floor plan or only view it?
You control the access level. You can share a view-only link for vendors who just need to see the layout, or add them as team members with edit access if they need to make changes (e.g., an AV team marking cable runs).
What format does the floor plan export in?
Floor plans can be exported as images or PDFs, both suitable for printing and sharing. The export preserves all visual elements including objects, labels, zones, and color-coding.
Do changes to the floor plan update in real time for shared links?
Yes. When you update a floor plan, anyone with the shared link will see the latest version the next time they open it. There is no need to resend links after making changes.
