Seating
Free checklistSeating plan checklist
Updated
Fit the room, the guest list and the people who must or must not sit together into one plan the venue and caterer can work from.
When to use it: Use it once replies are in, about two weeks before.
The room
The guests
The final plan
Free to use and adapt for your own events. Check it against your venue’s rules and the laws where your event takes place.
How to make a seating plan for an event
A seating plan has three jobs: fit everyone in safely, put the right people near each other, and get the right meal to the right seat. Most last minute problems come from seating people off an old guest list, so start once replies are in.
Work through this with the floor plan and the guest list side by side.
Step by step
Lay out the room before you seat anyone
Tables, stage, exits and service routes first. Then count the seats you actually have.
Seat the guests with fixed needs first
The top table, VIPs, guests with access needs and speakers who need to reach the stage quickly. Fill everyone else in around them.
Check it from the caterer’s side
Every special meal should be easy to find by table and seat number.
Mistakes to avoid
- Seating from the invitation list instead of the replies.
- Changing the plan after the place cards are printed and not telling the venue.
- Putting the speakers at the back of the room.
Common questions
How do I make a seating plan for an event?
Start with the room layout and the confirmed guest list. Seat the guests with fixed needs first, then group everyone else by who they know or who they should meet. Check it against dietary and access needs before you print anything.
How many people fit at a round table?
A 5 foot (152 cm) round usually seats 8 to 10, and a 6 foot (183 cm) round seats 10 to 12. Seat fewer where there are wheelchair users or large place settings.
When should the seating plan be final?
Two or three days before the event, in line with the caterer’s deadline for final numbers.