How to create and manage a seating plan

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

Steps Followed by Event Organizers

1. Enable Seat Plan Builder

Ensure that the “Enable Venue Builder” toggle is enabled so that the “Venue Builder” option appears in the main navigation along with the “Seat Plan” sub-section.

2. Access Seat Plan Listing

Click on “Seat Plan” from the menu.
This redirects users to the listing page where they can:

Add a new seating plan
Edit existing plans
Search for specific plans

3. Create a New Seating Plan

Click on “Add Seat Plan” to open the configuration popup.

Users must define:

Plan Name
Purpose of Plan

For Registrations
Associated with attendee registration. Seats are mapped with ticket types and can be reserved during registration.

For Sessions
Used for session-based seating (Save-a-Seat). Attendees select seats within sessions after logging in.

4. Select or Upload Layout (Templates)

Users can either:

Choose from Predefined Templates (e.g., Boardroom, U-Shape, Auditorium, Table Talks)
Upload a custom layout (JPG, PNG, PDF)

Predefined Template Capabilities

Quick-start layouts for common event formats
Supports single seat mapping directly on template
Enables structured seating without manual setup

5. Design the Seating Plan

Using the top toolbar:

Seat / Seat Rows → Create individual seats or rows
Table → Add reservation tables
Shape / Label → Add structural elements and text

Users can drag across the canvas to generate seats and arrange them as needed.

6. Seat Assignment & Configuration

From the right-side panel, organizers can configure each seat:

Assignment Options

Category Mapping
- Categories are derived from Segments / Registration Categories
- Helps group attendees based on predefined classifications
Ticket Type Mapping
- Assign specific ticket packages to seats
Assign Attendees
- Single seat mapping for manual assignment
- Bulk assignment for multiple seats at once
- Group registration assignment to automatically place attendees from the same group together