Event Seating Plan / diagram

Rachel Lee 2

Wonder if anyone can help, I recently attended an Events Training session where they showed us to how to create a the seating plan, I am certain they also showed us how to produce a graphic where you could move seats etc? I have created the seating plan but cannot find where i create the layout / floor plan. Is anyone able to help?

Alex Wong

RE does have a seating module, though it is not with the “floor plan” layout. You can create sections and then tables in section (even down to the seat) and seat participant onto them. You can group guest first by seating groups, which then helps eventually seating them into the table configured.

There is no “visual” on how the section and table is lay out on the actual floor plan.

I do not believe RE NXT web view has anything new for this functionality either, nor are there any marketplace app to connect that gives you the ability for seating with visual layout.

The only “app” out there that has visual floor plan layout (doesn't integrate with RE NXT) is Social Table, but has been acquired by CVENT and has became quite expensive.

Melanie Cardullo

The seating chart wizard is what you want to use…..very intuitive.

The following is from a P&P document I created for our organization:

SECTION I – Seat Participants Using Event Seating Wizard

Setting up event seating is a two-step process that involves setting up the seating layout (the number of sections, tables, rows, etc...) and assigning the participants to the seats.

1. Set up the seating layout

Note: If the seating layout has already been set up, skip these instructions and begin assigning participants to seats according to the instructions in Section II.

1. Open the appropriate event. On the General tab, click the Seating button.
2. The Event Seating Setup Wizard welcome screen appears. Click Next.
3. The Seating Layout screen appears. To copy the seating layout from another event, click Copy from another Event. Otherwise, select the appropriate seating configuration from the following options:
   • Sections, Tables, and Seats
   • Sections, Rows, and Seats
   • Sections and Seats
4. Enter the number of sections, tables, rows, or seats in the corresponding fields. The fields available here depend on the option selected for the seating configuration. The total seating capacity updates automatically at the bottom of the screen based on the information entered. Click Next.

Note: The maximum total seating capacity is 25,000, which includes a maximum of 10 sections, 50 tables per section, and 50 seats per table.

1. In the Sections screen, ensure that the seating layout is correct. If not, either manually correct it or click Previous and update the selections on the Seating Layout screen. For continuous numbering, mark the Use continuous numbering checkbox. Click Next. Repeat for the Tables, Rows, and Seats screens. (The screens that appear are determined by the seating layout selected in step 3.)
2. Click Finish

Note: Section, tables, rows, and seats may be added, renamed, renumbered, or moved after this initial setup.

1. Assign participants to seats

The Seating screen is divided into three frames:

• Participants - lists participants for whom the “Do not seat this Participant checkbox” is unmarked.
• Seats - reflects the design set up using the Seating Setup Wizard.
• Groups - allows grouping participants together for seating

To seat a participant, do one of the following:

• Automatically assign participants to seats. From the menu bar, select Tools, then Auto-Seating. The Auto-Seating screen appears. Click Auto-Seat. All participants are assigned automatically from the Groups and Participants frames to seats at tables, rows, or sections in the Seats frame. Click Save and Close on the toolbar.

• Drag and drop the participant's name from the Participants frame to the Seats frame. If you drop the participant on a seat, that's where they are seated. If you drop participant on a table, row, or section, they are automatically seated in the first available seat beneath your selection.

• To simultaneously seat multiple participants, press the Ctrl key, highlight the participants, and drag and drop them in the Seats frame. For obvious reasons, when dragging and dropping multiple participants, you can drop them only on a table, row, or section, not an individual seat.

• You can also seat individuals by clicking the Participants frame's Assign to toolbar button. The button's wording (Assign to Seat vs. Assign to Table) adjusts based on whether you've selected a seat, table, row, or section in the Seats frame.

• To seat participants in groups, click New Group in the Groups frame and enter a name when prompted. Drag and drop participants from the Participants frame to the new group or highlight the participant and the group and click the Participants frame's Add to Group toolbar button. To seat a group, drag and drop it from the Groups frame to the Seats frame.

• To seat a participant from the participant record, open the appropriate participant record. On the General tab, select Participant, Seating for this Event from the menu bar and assign the appropriate seat.

Note: To show participants that have not been assigned a seat only, from the Participants frame, click the down arrow in the Show: drop down menu and select Unseated Participants. The Total seats, No. seats assigned, and Vacant seats fields at the bottom of the Seating Assignments screen update automatically as seats are assigned.

• To change seating assignments: Once seated, you can drag and drop the participant to a different seat, if needed.

• To remove a participant from the Seats frame completely, right-click the participant's name and select Remove participant from seat from the menu.

SECTION II - Modify Event Seating After Completing Event Seating Wizard

If you have completed the Seating Wizard and seated your participants and later want to add tables or seats to tables, DO NOT go through the wizard again. This would erase the settings and seating assignments already made.

1. Go to the Sections pane of the seating chart.
2. Select a section to highlight it and then right click and select Add Table.
3. To add seats to a table, select the table itself and right click, then select New Seat.