Share Layouts. Get Approval. Done.

What is Event Layout Sharing?

Event layout sharing lets you instantly send floor plans to clients, crew, vendors, and stakeholders via a simple link. Anyone with the link can view the layout on any device without creating an account, downloading software, or dealing with email attachments. You control who can view, comment, or edit each layout using permission settings. Event businesses use layout sharing to get faster client approvals, coordinate multiple vendors working from the same plan, and ensure on-site crews set up correctly every time.

Traditional layout sharing meant emailing PDFs or printing paper plans. Every time a client requested changes, you created a new PDF, renamed it with a version number, and emailed it again. Soon there were five versions in circulation and nobody knew which was current. Crew arrived on-site with an old printed copy, vendors worked from outdated plans, and clients approved a version that wasn't the final one.

GoodEvent Layout eliminates version chaos with live sharing. Create a layout, generate a shareable link, and send it to everyone who needs it. When you make changes, everyone sees the update instantly. One link, always current, accessible from any device. Marquee hire companies, wedding planners, corporate event managers, and equipment rental businesses use this feature to coordinate teams, win client approval faster, and prevent costly on-site mistakes.

Why GoodEvent Layout's Sharing is Different

Cvent and Social Tables require everyone to have accounts and work within enterprise systems designed for large venues, not tent rental companies or party hire businesses. AutoCAD viewers require software installation and technical knowledge. Google Drive sharing means uploading files, managing versions, and dealing with people who can't open CAD files on their phones. None were built for quick event coordination from day one.

GoodEvent Layout's sharing was designed specifically for how event businesses actually work. Your office creates the layout. Your client views it on their phone during lunch. Your crew opens it on-site with a QR code scan. Your vendors see their specific areas without accessing your full account. No installations, no accounts for viewers, no technical barriers.

Guys, Vibert Marquees:

"Feedback from clients has been positive, with clients stating they love being able to see the images/plans and quotes all in one place and to be able to share this with their partners/family via the portal."

The permission system gives you control without complexity. Set a layout to view-only for clients so they can see but not accidentally change anything. Give edit access to your team so they can work together. Allow commenting so clients can say "move the bar here" directly on the layout instead of via phone calls. These controls work for temporary crews, subcontractors, and external vendors who need access without full system privileges.

Real-time updates mean coordination that actually works. You're on a site visit with a client who wants to add two more tables. You open the layout on your phone, drag in the tables, and the client sees the change immediately. No "I'll send you an updated version tomorrow." They approve while you're still standing there. You share the updated layout with your installation crew before you leave the site. Everyone works from the same current plan.

Paul, Monaco Events:

"Now 8 times out of 10 I build quotes with clients whilst on a site visit. Which my clients absolutely love because they are not waiting around for me to email them a price, they receive it instantly, I know my competition are not doing this which is an advantage."

Crew access is designed for field teams, not office workers. Print a QR code on delivery notes—crew scans it and sees the layout. Send a direct link via text—crew opens it without needing a login. This simple access means temporary staff, freelance crew, and subcontractors can reference layouts without the friction of accounts and passwords that slow down event day execution.

How Layout Sharing and Collaboration Works

1. Create your layout: Design the floor plan using drag-and-drop tools with all tables, chairs, equipment, and structures positioned
2. Generate a shareable link: Click the share button to create a unique URL for this specific layout
3. Set permissions: Choose view-only for clients and vendors, edit access for team members, or commenting for collaborative feedback
4. Send to stakeholders: Email the link, text it to crew, or generate a QR code for printed materials
5. Collaborate in real-time: Viewers see the layout instantly on any device—stakeholders can add comments directly on the plan
6. Make updates as needed: Edit the layout and everyone with the link sees changes immediately—no resending required

Complete the entire sharing process in under 60 seconds. From finishing a layout to having it in your client's hands takes less time than finding the right PDF in your email to forward.

Jodie, Sami Tipi:

"Thanks to Good Event we can send absolutely stunning quotes and give our customers an unbeatable service."

Why Email Attachments Fail for Event Coordination

Version chaos multiplies with every change: Client requests moving the dance floor. You create Layoutv2.pdf and email it. They forward it to their partner who still has Layoutv1.pdf. Their partner suggests changes based on the wrong version. You create Layoutv3.pdf. Meanwhile, your crew has Layoutv2.pdf printed. Nobody knows which is correct.

File size limits block sharing: Detailed layouts with high-resolution images hit email attachment limits. You compress the PDF losing clarity. Or you use file sharing services that require recipients to create accounts. Or the file downloads but won't open on their phone. Every technical barrier slows down approval.

Static files can't gather feedback efficiently: Client calls about the layout. You take notes. They email additional thoughts. Their partner texts questions. You have feedback scattered across three communication channels with no visual reference showing exactly what they mean.

Recipients can't always open files: Client tries to view the PDF on their phone but it won't display properly. Vendor receives a CAD file but doesn't have software to open it. Crew has an old version that won't open because it was created in newer software. Compatible file formats become another coordination problem.

Forwarding breaks the chain: You email the layout to the client who forwards it to their event planner who forwards it to the caterer. You make changes and email the client an update. The caterer never gets it because they're three forwards away from you in the chain. Coordination fails at scale.

Sharing Capabilities That Coordinate Teams

Instant Link Generation: Click one button to create a shareable URL for any layout. Copy and paste it into emails, texts, or project management tools. The link works immediately—no waiting for uploads or processing. Festival event planners share links with dozens of vendors instantly.

Permission Levels for Control: Set layouts to owner (full control), editor (can make changes), commenter (can add feedback), or viewer (can only see). This granular control means clients can comment but not accidentally delete tables, crew can view but not edit, and your team can collaborate on changes together.

QR Code Access for Crew: Generate a QR code for any layout and print it on delivery notes, job sheets, or site signage. Crew scans the code with their phone camera and the layout opens immediately—no typing URLs, no login screens, no app downloads. Perfect for temporary staff who need instant access.

View-Only Links for External Stakeholders: Create special viewer-only links for clients, vendors, and venue managers. They see the professional layout and can reference it for their planning without any ability to change your work. Prevent accidental edits while maintaining transparency.

Real-Time Updates Across All Devices: Make a change to the layout and everyone viewing it sees the update within seconds. Client is reviewing on their laptop while you edit on your phone during a site visit—they see your changes appear live. Eliminates the "refresh to see latest version" workflow.

Commenting for Collaborative Feedback: Stakeholders click directly on the layout to add comments like "can the bar move 2 metres left?" or "add another table here." Comments appear as pins on the layout showing exactly what they reference. All feedback is visual, specific, and organized in one place. Learn more about team collaboration features.

Multi-Device Compatibility: Shared layouts work on desktop computers, laptops, tablets, and smartphones without any special requirements. Recipients open the link in any web browser—Chrome, Safari, Firefox, Edge—and see the layout perfectly formatted for their screen size.

Export Options for Different Uses: Share interactive links for digital collaboration, but also export the same layout as a PDF for formal client proposals, as a PNG image for social media showcasing, or as a high-resolution print file for large-format site plans. One layout, multiple sharing formats.

Embedded Viewing: Embed layouts directly into your website, client portals, or project management systems using iframe code. Clients view layouts without leaving your branded environment. This integration helps wedding planning businesses maintain professional presentation.

Share History and Tracking: See who has viewed each shared layout and when. Track which links have been accessed and which stakeholders have actually opened the plans. This visibility helps you follow up with people who haven't reviewed critical layouts before event day.

How Marquee Hire Companies Use Layout Sharing

Marquee hire companies and tent rental businesses use sharing to coordinate installation crews, get client approvals faster, and ensure everyone works from current plans.

Typical workflow: A marquee company completes a layout for a 150-guest wedding showing a 15m x 20m clearspan marquee with round tables, dance floor, and bar area. They generate a shareable link and email it to the couple with the subject "Your Wedding Layout - Ready to Review."

The couple opens the link on their phones during their commute home. They like the overall design but want the bar on the opposite side and the cake table more prominent. Instead of calling or emailing, they click directly on the layout and add comments: "Can the bar go here instead?" and "Move cake table to this wall." The comments appear as pins on the exact locations they're referencing.

The marquee company sees the comments in real-time, makes the changes in 5 minutes, and the couple sees the updates immediately without receiving a new link. They approve by adding a comment "Perfect! Ready to book." The entire approval cycle takes 45 minutes instead of 3-4 days of email back-and-forth.

Two weeks before the wedding, the company shares the same layout link with their installation crew. The crew leader saves it on his phone. On setup day, he references the layout while directing the team. When a crew member asks "where does this table go?" he holds up his phone showing the exact position on the layout. No confusion, no mistakes.

James, Trafalgar Marquees:

"Good Event has enabled our entire team [office to onsite] to connect digitally. Everyone knows their daily jobs and management can easily share event info, load lists, schedules etc to their team."

How Wedding Planners Use Layout Sharing

Wedding planners use sharing to coordinate couples, venues, florists, caterers, and rental companies—ensuring everyone works from one authoritative plan.

Example workflow: A planner creates a reception layout showing table arrangements, ceremony area, cocktail hour space, and vendor positions. They generate three different links from the same layout with different permissions.

Link 1 (View + Comment) goes to the couple: They can see everything and add feedback but can't accidentally change the carefully calculated table spacing. The couple reviews on their iPad together, adding comments about which tables their VIP guests should sit at.

Link 2 (View Only) goes to the venue coordinator, florist, and caterer: Each vendor sees where their elements belong without needing access to edit. The florist knows which tables need centerpieces. The caterer knows where to position buffet stations. The venue coordinator knows the overall setup flow.

Link 3 (Edit Access) goes to the rental company: They can adjust item positions if needed during delivery and setup, with changes appearing immediately for the on-site planner to review.

On wedding day morning, the planner arrives and shares QR codes with each vendor team. The florist scans the code and walks through placing centerpieces by checking each table against the layout on their phone. The rental company crew sets up furniture by following the plan on their tablets. Everyone works from the same current layout—no printed papers that might be outdated.

When the couple decides last-minute to move the guest book table, the planner updates the layout on her phone. The venue coordinator's view updates automatically. Setup continues smoothly because everyone is working from the live version.

How Corporate Event Managers Use Layout Sharing

Corporate event managers use sharing to coordinate internal stakeholders, venues, AV companies, catering teams, and exhibition vendors—all requiring different permission levels and access to different layout details.

Typical use case: An event manager is planning a 400-person conference with main auditorium, breakout rooms, exhibition hall, and networking areas. They create separate layouts for each space and share them strategically.

Main auditorium layout is shared with the AV company (edit access) so they can mark equipment placement, the venue (view-only) for approval, and the registration team (view-only) to understand the flow. The AV company adds comments showing speaker podium positions and screen locations. The event manager approves these additions by updating the main layout.

Exhibition hall layout is shared with 20 different exhibitors, each receiving a view-only link showing the entire hall plus a highlighted version showing their specific booth location. Exhibitors reference this while planning their booth setup and shipping their materials to the correct location.

Breakout room layouts are shared with session facilitators (view-only) and catering (view-only with specific focus on coffee station and buffet areas). Each stakeholder sees the information they need without accessing irrelevant details.

Two weeks before the event, the event manager shares a master link with the venue setup crew. This link gives them view access to all layouts organized by room. The crew saves it on their tablets and works through each space methodically, checking off rooms as they complete setup matching the layouts.

When a sponsor requests a larger booth one week before the event, the event manager adjusts the exhibition hall layout, adds a comment notifying the venue about the change, and both the venue coordinator and the affected adjacent exhibitors see the update immediately through their existing links. No email chain required.

Common Layout Sharing Mistakes

1. Giving everyone edit access: Sharing layouts with full edit permissions to clients or vendors leads to accidental changes. A client clicks around exploring the layout and accidentally deletes items or moves tables. Use view-only or comment permissions for external stakeholders.

2. Creating new links for every update: Some businesses generate a new shareable link each time they update a layout, then send it to everyone again. This defeats the purpose of live sharing. Create one link and update the layout—everyone with the original link sees the changes automatically.

3. Not using QR codes for crew access: Texting or emailing links to 15 crew members is slow and some will lose the message. Print QR codes on job sheets—crew scans and accesses instantly without searching through texts.

4. Sharing layouts too late: Sending layouts to vendors the day before the event doesn't give them time to ask questions or plan properly. Share as soon as layouts are reasonably finalized—you can always update them if details change.

5. Forgetting to remove access after events: Old shareable links remain active indefinitely. If you reuse layouts as templates for new clients, remember that previous clients can still access them. Create new layouts or disable old sharing links to maintain client confidentiality.

6. Not documenting which link went where: Creating multiple permission levels without noting which link was sent to which stakeholder creates confusion when you need to follow up. Keep a simple list of who received which link type.

7. Assuming everyone knows how to use commenting: First-time layout recipients might not realize they can click to add comments. Include brief instructions when sharing: "Click anywhere on the layout to add comments or questions." This increases feedback response rates.

Choosing Layout Collaboration Software

Built for Team Coordination vs Single-User Design

When evaluating layout sharing tools, the critical distinction is whether the software was designed for multi-stakeholder event coordination or single-user design workflows. CAD software built for architects assumes one expert operates it. Generic design tools assume file-based sharing. Event-specific collaboration tools assume multiple people across different organizations need coordinated access to the same plan.

Event businesses coordinate teams across organizational boundaries. Your office creates the layout. Your client approves it. Your installation crew executes it. External vendors position their elements based on it. This workflow requires sharing tools designed for role-based access, not just "send a file."

Look for software that makes sharing frictionless for recipients. Can viewers access layouts without creating accounts? Do links work on mobile phones without app downloads? Can crew reference layouts on-site without internet connectivity by loading the page once? These capabilities indicate software built for real-world event coordination, not office-bound collaboration.

Ask potential vendors these questions: Can I share layouts with external stakeholders without requiring them to create accounts? Do permission levels let me control who can view, comment, and edit? Can I generate QR codes for crew access? Do updates appear in real-time for all viewers? If these answers aren't straightforward yes, the software wasn't built for event industry sharing needs.

Red flags indicating poor sharing design:

• Requires email addresses for all recipients before sharing
• Forces viewers to download software or apps
• Mobile version doesn't display layouts properly
• Updates require manually sending new links
• No permission controls beyond "share with everyone" or "keep private"
• Commenting happens in separate systems, not on the layout itself
• No offline viewing capability for on-site crews

Event-specific sharing should feel as natural as sending a text message while being as secure as your business requires. You should be confident sharing layouts with clients, knowing they'll see professional results without technical friction, and with on-site crews, knowing they can access plans even in fields with spotty mobile signal.

Layout Sharing Access & Compatibility

Access from Any Device:
Professional layout sharing works on desktop computers, laptops, tablets, and smartphones without requiring viewers to install anything. Recipients click a link in an email or text message and the layout opens in their web browser. This universal access is essential because your office works on computers, clients review on phones, and crew references layouts on tablets during setup.

No-download access eliminates the technical support burden. You don't field questions about which app to install or why the file won't open. Recipients click the link and see the layout—that's the entire process. This simplicity is particularly important for temporary crews, external vendors, and clients unfamiliar with event industry software.

Easy Crew Access (No Login Required):
On-site teams need to reference layouts during setup without dealing with passwords, account creation, or app stores. Event-specific layout tools provide multiple access methods designed for field coordination:

• Share via direct links — Send a URL via text message or email. Crew clicks it and sees the layout instantly on any device without login screens.
• QR codes — Print QR codes on delivery notes, job sheets, or site signage. Crew scans with their phone camera and the layout opens immediately.
• View-only permissions — Share layouts that crew can view and reference but not accidentally edit, preventing setup mistakes from errant touches on tablets.
• Offline viewing — Once a layout loads on a device, crew can reference it even if they lose mobile signal, essential for outdoor events and venues with poor connectivity.

This no-login approach works perfectly for temporary staff, freelance crew, and subcontractors who need to see the plan but shouldn't have access to your business account. A florist can scan a QR code to see table positions without creating an account or being added to your system.

Works with other GoodEvent tools:

GoodEvent Layout sharing integrates with other GoodEvent tools to coordinate complete event workflows:

• GoodEvent Business — Layouts automatically link to quotes and bookings. Send clients a single link showing both their quote and the visual layout of their event. When they approve the quote, the layout becomes the official plan for delivery teams.
• GoodEvent Maps — Share outdoor site maps showing the overall event location, with links to detailed Layout floor plans for specific structures. Crew navigates to the correct area using Maps, then references Layout for precise positioning.
• GoodEvent Docs — Include layout links in digital safety checklists, crew briefings, and setup instructions. Teams complete forms while referencing layouts, ensuring documented processes match planned execution.

Getting Started with Layout Sharing

1. Create your layout using GoodEvent Layout—position all tables, equipment, and structures exactly where they belong
2. Click the share button—generates a unique shareable link for this layout in one click
3. Set permissions—choose view-only for clients and vendors, edit for team members, or commenting for feedback
4. Send to stakeholders—email the link, text it to crew, or generate a QR code for printed materials
5. Gather feedback—recipients add comments directly on the layout showing exactly what they mean
6. Update as needed—make changes and everyone sees them instantly through their existing link

Time to value: 30 seconds from finishing a layout to having it in your client's hands.

Megan, Raj Tent Club NZ:

"Our switch to Good Event just over a year ago has been a game-changer. Quicker and more accurate quotes and bookings. Our clients love that it's so easy to view quotes and pay invoices. I also love the option to add floor-plans to quotes."

Related Resources

Other GoodEvent Layout Features

• Drag-and-Drop Design — Create layouts in minutes
• Seating Plans — Detailed table seating arrangements
• Template Library — Pre-built layouts for common events
• Custom Assets — Add your own equipment

Industry Resources

• Marquee Hire — Sharing tools for UK marquee companies
• Tent Rental — Collaboration for US tent rental businesses
• Wedding Planning — Coordinate couples and vendors
• Corporate Event Planning — Multi-stakeholder coordination
• Equipment Rental — Share furniture placement plans
• Festival Events — Coordinate large teams

Complementary Tools

• GoodEvent Business — Link layouts to quotes and bookings
• GoodEvent Maps — Outdoor site planning and sharing
• GoodEvent Docs — Include layouts in digital forms