How an Event Management Company Can Leverage Venue Digitization & Smart Tools — A Case with Nataraj Sarovar Portico, Jhansi
In the evolving landscape of events — be it corporate conferences, weddings, exhibitions, or brand activations — success no longer depends solely on logistics and décor. The differentiator increasingly lies in how fluidly clients and planners can visualize, modify, and commit to spatial setups, even before a single chair is placed.
Event management companies and planners are now seeking not just a venue, but a digital experience around that venue. Tools like drag-and-drop editors, 2D/3D event design platforms, visualization software, and venue booking systems are becoming indispensable.
In this blog, let’s explore how these tools integrate into event planning, and how a venue like Nataraj Sarovar Portico, Jhansi can be positioned advantageously in that workflow.
About Nataraj Sarovar Portico, Jhansi
Before diving into tools, let’s understand the venue context.
Location & Identity: Nataraj Sarovar Portico is a 4-star business hotel in Jhansi, located in Civil Lines, on Station Road, close to the railway station.
Facilities & Spaces for Events: The property offers multiple meeting and banquet halls: Queens, Ferns, Hester-I, Hester-II, The Senate Boardroom, Terrace / The Sky Hall, Regal Hall, Chariot Hall etc.
For example, “Queens Hall” offers capacities in U-shape (50), theatre (125), reception (300) etc.
The hotel also provides audio-visual equipment, projectors, sound systems, and other meeting-event support.
Other Amenities: High-speed Wi-Fi, fitness centre, swimming pool, restaurants and bars (like Flavours and Lancer Bar) are among the offerings.
With such a robust setup, this hotel is already event-ready. The next leap is augmenting it with digital tools to make it more competitive, flexible, and client-friendly.
Why Event Management Companies Need Smart Tools
Event planning is complex. The margin for miscommunication, last-minute surprises, and design mismatches is high. Smart tools help mitigate these risks:
Faster Iterations & Flexibility
Planners can quickly sketch layouts, rearrange seating, swap decor elements, or try alternate formats (theatre vs banquet vs classroom) in minutes.
Clear Communication with Stakeholders
Clients see visuals, not just descriptions. Design ideas are easier to accept or reject when shown, not just explained.
Reduced On-Site Surprises
Power points, lighting rigs, stage placements, aisle widths, & sightlines can be pre-checked. You foresee obstructions before the event day.
Better Venue Selection & Comparison
When multiple venues are on the table, a planner using a visualization tool can simulate each side by side, under similar layouts, and show the client which is better.
Efficiency in Execution
On event day, your team, decorators, AV crew, and logistics partners all have a visual map. Ambiguities drop, coordination improves.
Marketing & Differentiation
As an event company, offering clients interactive plans or preview visualizations sets you apart from traditional planners.
Key Tools & Features for an Event Management Platform
Below is a conceptual suite of tools that any modern event planning company or software should have (or aim to integrate):
1. Event Venue Booking Software
Venue catalog with floor plans, images, specs (dimensions, capacities, amenities)
Availability calendars, rates, and booking workflows
Integration with visualization tools (so you can “book + visualize” in one interface)
2. Mockup & Layout Builder
2D canvas: top-down floor plan editing
Drag-and-drop furniture, décor, fixtures, stage, lighting nodes
Snap-to-grid, measurement guides, alignment helpers
3. 3D / Hybrid Visualization
Convert 2D layouts into 3D previews
Lighting effects, ceiling treatments, materials, textures
Realistic rendering or real-time engine (WebGL, Unity, Unreal)
4. Collaboration & Client Review
Shared links where clients can view, comment, suggest edits
Versioning: track layout versions, revert if needed
Layer toggles: show/hide décor, seating, lighting, AV
5. Integration with Venue Data
Each hall’s real constraints: pillars, ceiling height, power sockets, wall conditions
Venue-specific inventory: available furniture, AV gear, stage risers
6. Export & Execution Tools
Generate floor plan PDFs for on-ground staff
Equipment placement maps (for lighting, sound, cables)
Crew assignments, checklists linked to zones
7. Analytics & Optimization
Simulate crowd flow paths, exit clearances, congestion points
Cost-optimization by comparing layouts’ resource demands
Historical layouts for re-use or benchmarking
How Nataraj Sarovar Portico Could Leverage These Tools
Let’s visualize how the hotel + event management company could collaborate, using the smart tools above, to deliver better client experiences.
Venue Digitization & Baseline
Digitally map all halls: Queens, Regal, Hester, Terrace, Senate, Chariot, etc. Include dimensions, pillar locations, ceiling heights, doors, windows, power outlets.
Capture current inventory: types of chairs, tables, stage risers, lighting trusses, AV gear, décor stock.
Booking + Visualization Combo
On the hotel’s booking page for events, embed a mini layout tool where the client (or event manager) can sketch tentative arrangement or choose pre-defined templates.
Show photographs or 360° views of each hall.
For each bridal/wedding, corporate, or conference booking, offer 2–3 “design presets” (banquet style, theater style, classroom style). The client chooses one as starting point.
Permit tweaks: “Shift stage 1 m left,” “Add dance floor here,” “Resize seating blocks.”
Share interactive design link; client opens on their laptop / tablet and drags elements or comments.
Iterate design cycles instantly rather than sending static PDFs back and forth.
Once layout finalized, generate detailed plans: staff zones, lighting map, cable runs, backup pathways.
Provide contractors (lighting, AV, decorators) with visuals and coordinates tied to the client-approved layout.
Upselling & Ancillary Revenue
While client visualizes, show “Add-ons” like stage screens, elevated platforms, lighting packages, floral décor, up-light effects.
Use the visualization to showcase each add-on’s impact (e.g. see how uplights enhance wall textures, or how a raised platform changes sightlines).
Sample Blog / Marketing Angles
Here are a few blog or content angles you can spin from this integration:
“Why clients love seeing their event before it’s built: the power of design visualization”
“From blueprint to ballroom: how event planners use digital tools to reduce last-minute chaos”
“What makes a venue truly event-ready: not just space, but digital flexibility”
“Case study: how _______ (event company) cut setup errors by 60% using layout software”
You can anchor these in real life by referencing Nataraj Sarovar Portico’s halls and how they benefit from the tools.
Suggested Structure for Your Final Blog Post
Here’s a polished structure you could use when you convert this draft to a final blog:
Hook / Opening Story
A scenario: “Your client calls and says, ‘Show me exactly how the setup will look’ — you had to scramble last time. What if you could send them a live 3D preview right now?”
Introduce the Venue & Context
Use Nataraj Sarovar Portico as a real example, showing the halls, amenities, location value.
The Challenge for Event Planners & Clients
Uncertainty, miscommunication, site-visits, last-minute changes.
The Suite of Tools / Features
Explain the booking software, layout design, 2D/3D visualizer, collaboration, execution exports.
Walkthrough Scenario / Use Case
Take an event (e.g., wedding, corporate conference) and show how you go from booking → layout design → client feedback → execution.
Benefits & ROI
Time savings, fewer errors, higher client confidence, upsell potential.
How Venues Can Stay Ahead
Encourage hotels/venues to digitize their spaces, maintain inventories, partner with event tech firms.
Call to Action
Offer clients or planners a demo, a free layout consultation, or a downloadable template.
Visuals & Screenshots / Mockups
Insert images, plan sketches, comparison before/after, sample 3D renders.
Conclusion & Invitation
Summarize the value, invite feedback, or propose next steps (e.g. “Want me to sketch a sample layout for your next event at Nataraj? I can do that for you.”)
