The floorplan is part of the message

Often, the difference between an event that flows well and a complete mess is in the floorplan.

Want people to stay after the session ends? Place the coffee near the conference room, but not too close to the venue’s exit door. Want participants to discover smaller, informal conversations? Use signage to guide them to side rooms, and make sure those rooms feel just as intentional as the main hall.

These decisions affect more than the decoration: ultimately, they translate into the kinds of experiences you want to encourage.

In Brussels, where many events follow the same formal structure, spatial design is one of the most effective ways to signal that your gathering will be different. When you want to show your institution is listening, open to dialogue, or simply doing things with more care, the layout becomes part of your message.

But it only works if it’s built on a clear understanding of who’s coming and what they need. That’s where stakeholder mapping comes in: knowing who needs to meet whom, which conversations are essential, and where quiet connections matter just as much as visibility. A good floorplan supports all of that.

And while it might seem like a job for a large production team, it’s often a few people behind the scenes (a project manager, a producer, a designer) making dozens of small, strategic choices that turn a generic venue into a meaningful space.

The best layouts make space for the event’s real goals: connection, clarity, and momentum. Done right, the floorplan is part of the message.