Seating plan

Goal

The Seating plan section of an event brings together the plan of your rooms, to scale, and where your guests sit. You place tables, chairs and fixtures (stage, bar, dance floor, doors…), give each guest a table and export the result for the caterer, the venue or the welcome desk. At the top of the page, the Tables, Seats taken, Seated and To seat counters show where you stand.

Steps

1. Open your event, then the Seating plan section. Enter the room's Width and Depth in metres, then click Save the room.
2. For a venue in several parts, the ⋮ menu next to the plan's buttons offers Add a room (name, type Room or Outdoor, size), Edit the room and Delete the room. Tabs then let you switch from one room to another.
3. Click Add a table: name, Shape (Round, Rectangular, Square or Single chair), number of Seats and, for a rectangular or square table, whether its Seats are On both sides or On one side. The table goes to Tables to place on the plan: click Place. You can also double-click (or long-press) a free spot on the plan to create a table there. Add a chair directly places a single chair, for one guest.
4. For a ceremony or a conference, click Add chair rows: set the Chairs per row, the number of Rows, the Gap between chairs and the Gap between rows (in cm), and turn on a Center aisle and its width if needed. The block is placed on the plan in one go, chairs numbered A1, A2… row by row (A = the front row). It moves, rotates and is deleted in a single gesture, like a table; its guests take the chairs in numbering order.
5. Drag tables to arrange them. Tap a table to show its actions: Edit, Rotate (except a round table), Other side (table with seats on one side), Remove from plan, Guests (when guests are seated there) and Delete. A table dropped onto another one is refused: move it elsewhere.
6. Click Arrange the room to add a Stage, a Stand, an Entrance, an Exit, Toilets, a Pillar, a Bar, a Dance floor or an Aisle: tap the item to place it, then drag it; pull one of its edges to stretch it. Doors snap to the nearest wall. On a stage, stand, bar or dance floor, the Zone button marks out a named area (DJ booth, the couple's corner…) that follows the item and can hold tables.
7. In Guests to seat, guests are grouped by the Group on their guest record. Pick a table in each guest's Seat at… menu, or click Create a table next to a group: the table is created at the right size, placed on the plan, and its guests are seated there. To unseat a guest, use the button next to their name, in their table's card.
8. In the Tables list, the Move up and Move down arrows change the order of the tables.
9. Click Export as PDF for the Full plan (the drawn plan of each space, then the lists). The arrow next to it also offers Lists only (per table and alphabetical, without the drawn plan) and PNG images of the spaces (one image per space, to scale).

Frequently asked questions

How many seats does a guest take? One seat, plus one per confirmed companion. If the table does not have enough free seats left, the seating is refused.

A seated guest replies that they will not come. They are removed from their table automatically and their seat is freed: declined guests are not part of the plan. Guests who have not answered yet can be seated.

What happens to the guests of a deleted table? They go back to Guests to seat. The deletion confirmation tells you how many are concerned.

What happens if I shrink a table below its taken seats? When you save, a confirmation names the guests who no longer fit. Guests keep their seat in the table's order as long as they fit, plus-ones included: a guest is never separated from their plus-ones. Click Unseat and save: those guests go back to Guests to seat, the others keep their seat. Back leaves the table as it is.

How do I grow or shrink a block of rows? Tap it, then Edit: change the number of rows, chairs per row, the gaps or the aisle; the block is redrawn in place. Shrunk below its taken chairs, it asks for confirmation before unseating the guests who no longer fit, like a table.

Why can I not place anything in a block's aisle? The whole block, aisle included, is an obstacle: a table, a fixture or another chair cannot be placed there. To split two halves, create two blocks instead.

Why can I not delete a room? A room that still holds placed tables cannot be deleted: remove them from the plan first. And you always keep at least one room.