Option 1: Upload a Floor Plan to Files
You can upload your floor plan as a file and attach it to the event for easy access.
To upload:
Open your Event.
Go to the Files tab.
Click Upload File.
Select your floor plan (recommended formats: PDF, PNG, or JPG).
Once uploaded, your team can view or download the file anytime.
💡 Tip: Use clear file names like “Ballroom Setup – Banquet Rounds.pdf” to keep things organized.
Option 2: Use an Event Custom Field
If you want to display or link a floor plan directly within the event details, you can create a custom field for it.
To set up:
Go to Settings > Custom Fields.
Click Add Custom Field.
Choose Event as the field type.
Select a Field Type:
File Upload – to attach the floor plan directly.
URL – to link to an external floor plan (for example, Google Drive or Dropbox).
Name the field (for example, Floor Plan), and click Save.
Once created, the custom field will appear in each event under Custom Fields, where you can upload or paste a link.
Option 3: Add a Floor Plan to a Document
You can also include your floor plan image directly within an Event Temple document (such as a Banquet Event Order or Proposal).
To add:
Go to Settings > Documents & Templates.
Open the document template you’d like to edit.
Click the area where you want to insert the image.
Use the Insert Image option to upload your floor plan file (PNG or JPG).
Save your changes.
When this document is generated for an event, the floor plan image will appear in the selected section.
Option 4: Attach a Floor Plan to an Email Template
If you’d like to send the floor plan along with your event communication, you can attach it to your email templates.
To attach:
Go to Settings > Email Templates.
Open or create the template you want to use.
Click Attach File.
Upload your floor plan (PDF, PNG, or JPG).
Save the template.
Whenever you send this email template, the floor plan will automatically be included as an attachment.
Summary
Method | Where It Appears | Best For |
Upload to Files | Files tab in the event | Storing and sharing reference documents |
Event Custom Field | Custom Fields section | Quick access or linking to external files |
Add to Document | Templates or Event Documents | Including floor plans in BEOs or proposals |
Attach to Email Template | Email Templates | Sending floor plans to clients or vendors |