Best practices for designing floor plan graphics? What kind of map images are needed for indoor routing setup (RouteInside)?

Modified on Tue, 07 Feb 2023 at 11:28 AM

EventPilot Pro and certain Subscription levels include interactive floor plans that display an animated pin drop when the location button is tapped or clicked for a session or an exhibitor. You can upload your own map images and pin the different locations. 

Use the design guidelines outlined below for your map images. 

With EventPilot Pro projects, you can take your interactive floor plans a step further by purchasing the RouteInside add-on. The RouteInside technology allows you to offer your attendees indoor navigation through your venue across multiple floors and even between buildings. This means that attendees can see how to get from point A to point B and how long it may take. 

For RouteInside Users - Attention: Routing for Convention Centers

If you need to set up routing for a convention center, please contact your Project Manager to provide you with prepared floor plan graphics that we create for you. You will receive Adobe Illustrator .ai files that can be edited on the unlocked “customization” layer:
  • You may add/edit custom elements to this layer, add an arrow to emphasize on a specific room
  • You may move text around or change colors
  • Additional charges apply if you:

• Unlock or edit the locked layers

• Change the Illustrator Artboard

• Change, move, crop, scale up or down the floor plan graphic within the layer in any way since the routing is set to this layer and any edit to it would break the routing setup

Left graphic: correct. Right graphic: cropped, scaled, Artboard changed - incorrect. 

Return your edited .ai file to our team to update the graphics.

If you need help updating the graphics, please let us know, we are happy to assist.

In that case, you can use a basic image editing program or Adobe Acrobat to add change requests that we can apply for you.

One Floor Plan per Image*

Do not include multiple floors in a single graphic. Each floor must be displayed on its own image. 

Incorrect for Routing
Correct for Routing

Aspect Ratio

If you have a long and skinny floor, add margins to your graphic to achieve close to a 3:4 or 4:3 aspect ratio for best results to display in the app. Utilize the white space to provide additional details about the floor and its location or venue.

Image too Narrow
Correct Ratio

Birds Eye View*

Avoid perspective for the floor plan to make it easier for attendees to grasp your event layout.

Incorrect for Routing
Correct for Routing

Display Entrances, Elevators, Stairs, Escalators*

If you upload an image especially for your expo or poster hall, ensure to include sufficient building structure to display entrances/stairs/and elevators to your expo hall or to individual booths.

This not only helps your attendees navigate your event, it also enables the RouteInside setup, if you wish to add that later.

Expo Missing Access
Correct with Entrances

Include a building/structure graphic

Your facility provider may be able to send you a basic building graphic outline that can be added as a thumbnail on each floor plan. Highlighting the floor as in the example image below gives users a visual clue which building floor the map image refers to. 

Example floor plan with building thumbnail

Display Venue Name and Floor Plan Level

If you need to display multiple different venues in the app, ensure to include the venue name and the floor's level in each graphic. This ensures that users will always know exactly which floor plan they are looking at without feeling lost.

Example floor plan with venue name and floor level

Include orientation

Ensure your graphic includes an indication where North is, as highlighted in the example graphic below. This helps your attendees orientate in large convention centers. 

For the RouteInside Add-On: If multiple elevators, escalators, or stairs are available in the graphic, the orientation becomes critical as the step by step routing instructions may include to use the "South Elevator."  

Map image example with North orientation

Expo Hall

For your expo hall, upload a separate graphic following the best practices above. Ensure to indicate North on the expo hall image and the main entrances to the expo hall, so that attendees have a quick orientation where booths are located in relation to the entrance. 

RouteInside Add-On: Our team will set up routing from the convention center floor image to your expo hall graphic. 

For very large expos, check with your exhibits vendors if it's possible to receive the x/y coordinates for the booths. Our team can often import the these coordinates for you so that all exhibit booths are pinned on the map and updates become very easy.

Image Size and Compression*

Your attendees will likely install the app once they arrive. This means, your graphics need to download via your WiFi onsite. Ensure the graphics are as small as possible in size. 

Recommended width: 2000 pixels

Recommended height: 1500 pixels

Do not use a transparent background! 

Before uploading the graphic, compress it via It's a free site where you can upload your graphic and their service will apply an excellent compression on the file. Download the file and open the Conference App Builder > Maps > Floor Plans > upload your map image files. 

After upload, give each map a label and assign it to their venue.

If you have not yet set up your venue, go to Conference App Builder > Maps > Venues

For RouteInside Setup Only

Upload Floor Maps for Entrances and Connectors*

While you may only use the 5th floor of a hotel for your event, you will need to include a floor plan for the ground floor that contains the building entrance. For routing to work, at least on floor plan to connect to the venue entrance must be included. This enables your users to be routed from the entrance to a specific room. 

Any floor plans with rooms that are not easily or logically accessible should have connector floor plans included. For example, an event in Ballroom X may only be accessible via a walkway from the third floor. In this case, you would upload the first floor of the building with the building entrance. Then upload the third floor which is accessible from the first floor via an elevator. Finally upload the floor plan for Ballroom X which attendees would reach via the walkway from the third floor. 

  1. Upload the floor graphic that includes the building entrance for each venue
  2. Upload special floor plans (connecting walkways) that are required for successful routing to the final destination

Provide Dimensions*

In order to set up routing, our team needs to know the scale of each graphic. Ask your facilities provider to send you the dimensions for meeting rooms and exhibit halls. 

Room Dimension Example

Use Lighter Colors

If your floor plans are very colorful, lighten the image to ensure that your users can still easily see the navigation on top of the graphic. 

Image too Dark
Light Colors Better for Routing

* required

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