Creating a Layout — The Historic Post Office

So you need a layout?

You’ve booked the HPO for your big day, you’re in the thick of wedding planning, and now you need a layout! If wedding planning is new to you, this might be a big undertaking that has you saying “I have no idea where to begin.” We’d love to help you with that! Read along for our best tips on creating a custom layout for your event at The Historic Post Office.

Tip #1: Consult your coordinator. In most cases, your coordinator should either create your layout for you, or at the very least assist you. Your coordinator has the expertise you need to design the best layout for your specific event. He/she probably loves doing this and wants to help you!
Tip #2: Utilize AllSeated. AllSeated is a fantastic program that allows you to create a custom layout. Go to their website, create a free account and search for the HPO under venues. Then, you can create a ceremony, cocktail hour and reception layout all in one space.
Tip #3: Know your capacity! For a guest count of 175+, we recommend having guest tables both downstairs and upstairs. If your count is under 175, all of your guest tables should be able to fit on the main level. (More on this later.)
Tip #4: Start with your dance floor. Typically at the HPO, the dance floor is either in the front area below the high ceiling, or in the back surrounded by the balcony (see pictures below). We have couples who choose either option and both are successful! If you plan on having hanging lighting/draping in the front of the venue, we definitely recommend using that as your dance floor space. If you have tables both downstairs and upstairs, it’s nice to place the dance floor in the back so upstairs guests can have a great view as well.
Tip #5: Think about whether you want a sweetheart table or head table. Do you want to have an intimate setting with just you and your fiance? Or do you prefer to embrace the party and sit at a long banquet table? If you would like a head table, that is generally placed near the front of the venue. There are many ways to position it- across the black beams, across the white brick openings, or even straight down the middle!
Tip #6: Do you have a ceremony backdrop? If you do, you might want that to double as your sweetheart/head table backdrop for the reception.
Tip #7: Make sure you know what tables are available. At the HPO we have 25 5′ round tables, 4 cocktail tables, 2 3′ round tables, 6 6′ banquet tables, and 4 8′ banquet tables. (As well as 2 12′ farm tables available for rent.) Keep in mind when you’re creating your layout that your caterer will need multiple tables. You’ll also need places for your dessert, gifts, sign-in, pictures, DJ, etc. If needed, you can always rent additional tables through a local rental company!

Tip #8: If you’re having both ceremony & reception at the HPO, guests will need to either go upstairs or outside for cocktail hour. If you plan on them going upstairs, we don’t recommend having guest tables there for the reception.
Tip #9: Ensure your guests have enough space to move about- including in between tables. You also want to create enough room surrounding the bar, food tables, and sign-in areas. Guests can crowd around those spaces, so make sure you account for that. Consult your coordinator on this!
Tip #10: We always recommend seating younger guests near the back of the venue or upstairs. Typically, they don’t stay seated for very long anyway!
Tip #11: And finally, don’t be afraid to try something new. What we love most about the HPO is our venue can accommodate a plethora of styles. If you want banquet style seating, we can do it! If you want ceremony chairs facing in towards the aisle, we can do it! Of course, always consult your coordinator to ensure your plan is possible with your guest count, but don’t limit yourself based on the status quo. Your layout creates the foundation of your event, so don’t underestimate its significance in your day!