Learn how to create and manage seat plans, an essential component for events that allows attendees to reserve seats at the venue.
Summary
The Seat Plan Builder tool provides event organizers with the flexibility to customize seating arrangements or reservation tables to match the precise requirements of their event. This tool enables organizers to easily add labels, colors, and additional spaces, allowing every detail to be tailored to fit the event’s specific needs.
This guide covers the step-by-step process to set up seat plans, enabling a seamless experience for both organizers and attendees when managing seat reservations.
STEPS FOLLOWED BY EVENT ORGANIZERS
Seating Plan Builder Tool
- First step is to ensure that the “Enable Venue Builder” toggle has been configured for the event for users to accordingly see the “Venue Builder” option in the main navigation section of the event and the associated “Seat Plan” sub-heading.
2. Upon clicking the “Seat Plan” button from the menu section, the users will be redirected to the seating plan listing section which involves options to add a new plan, edit any of the existing plans, and search for the desired seating plan.
3. For adding a new plan, click on the “Add Seat Plan” button and it will redirect users to a pop up that asks them to make selections regarding the purpose for which the plan is being created and naming the plan.
- For Registrations: Designed to integrate the seating plan with the attendee registration form, enabling organizers to link payments to seats reserved by attendees.
- For Sessions: Design seating plans for individual sessions. Attendees access the seating plan upon logging into the platform and navigating to individual sessions.
5. Once the desired set of seats and rows has been added, organizers can make seat- and row-specific adjustments through the editor panel on the right side of the builder.
- Seat-specific adjustments include setting seat colors, labels, and border colors, as well as associating tickets with individual seats.
- Row-specific adjustments include setting row labels, adjusting seat colors within a row, and associating tickets with seats in a particular row.
Additional customization options in the builder tool include ability to delete elements, upload background image on the canvas, and export the plan as an image or PDF file.
6. In addition to creating traditional row-based seating, users can also design reservation tables on the canvas. Individual tables can be added, with customizable seat counts around each table, and reservation tickets can be assigned to either the entire table or individual seats within it.
7. After creating the desired seating plan, users can then click on the “Save Draft” or “Save & Publish” button to ensure that the plan along with associated updates has been saved for the event.
Integrating tickets with seats and seating plan with the attendee registration form
When creating a seating plan designated as “Registrations,” event organizers must complete the following steps to ensure that seat-specific packages are available, mapped to seats, and accessible through the attendee registration form.
- Pricing Packages have been created for the event
- Attendee Registration Form with “Ticket Control Card-View” has been configured for the event.
- Payment gateway such as Stripe, Paypal, etc. has been configured for the event.
- The following toggle to integrate seating plan with attendee registration form is in enabled state from the seating plan builder section.
Upon ensuring completion of all of the stated steps, a seating plan is successfully created and integrated with the form and can then be used for reservation purposes by attendees.
