Event operations tool

Generate conflict-free, accessible seating charts in minutes

Use a constraint-first engine to place guests by affinities, accessibility needs, VIP rules and networking objectives. Import spreadsheets or ticket exports, tune assignments visually, and export production-ready seat maps and CSVs for venues and caterers.

See pricing & plans How it works

Constraint-first placement

How the seating engine works

The seating engine ingests guest lists and floorplans, applies prioritized constraints (accessibility, affinities, dietary/catering groups, VIPs), and produces seat-level assignments. Rules are evaluated in order so accessibility and mobility needs are never overridden by secondary goals like networking scores. Outputs are editable visual plans so planners keep manual control for last-minute swaps.

Prioritized ruleset: accessibility & mobility → conflict avoidance → VIP/priority placement → networking optimization
Accepts CSV/Google Sheets exports, ticketing lists and simple floorplan images or SVG grids
Editable seat assignments with lockable sections and a change log for approvals

Bring your existing data

Inputs, formats, and source ecosystem

Designed to work with the files event teams already use. Clean, normalize, or enrich guest lists before generation, then map fields to seating rules.

CSV or Excel guest lists with columns like: guest_name, email, party_id, accessibility_notes, dietary_tags, vip_flag, industry_tag
Google Sheets exports: map columns and refresh imports without migrating entire databases
Ticketing/RSPV platform exports and CRM CSVs for tag-based groupings
Venue floorplans accepted as SVG, PNG, or simple grid schemas for table/seat placement
Catering spreadsheets used to surface dietary groupings on exports

Ready-to-use prompts

Prompt templates and practical examples

Use these concrete prompt templates to seed the engine or to craft requests for specific event goals. Each template returns seat assignments and the recommended export formats.

Wedding seating (family-first)

Create a seating chart for a 120-person wedding with 12 eight-person round tables. Keep nuclear families together, separate specified guests with conflicts, seat elderly guests near exits, and place the bridal party at table 1.

Output suggestion: CSV with columns table_id, seat_number, guest_name, relationship_tag, notes
Floorplan: round-table layout PNG with seat markers for printing

Corporate gala (VIP & sponsors)

Arrange seating so sponsors sit adjacent to VIP board members and mid-level managers are mixed for networking. Mark sponsor-reserved tables and produce printable table cards.

Output suggestion: CSV for operations, PDF table cards, labeled floorplan PNG

Accessibility-first seating

Accommodate wheelchair users, visually impaired guests, and mobility paths. Flag seats needing special equipment and ensure front-row placements where required.

Outputs include accessibility notes per seat and a plan highlighting mobility-friendly pathways

Day-of edits & swaps

Apply day-of changes—seat swaps, table merges, or cancellations—and produce an updated CSV plus a changelog of edits with editor notes.

Changelog includes who requested each change and a human-readable reason

Production-ready outputs

Exports & vendor handoff

Generate the three core outputs event operations need: operational CSVs, printable table maps for front-of-house, and labeled floorplan images for production crews.

CSV for operations: table_id, seat_number, guest_name, guest_id, accessibility_tag, dietary_tags, notes
Printable PDFs: table-by-table maps and table cards ready for on-site printing
Labeled PNG/SVG floorplans: position-accurate seat markers and legend for dietary & accessibility labels

Editable with governance

Manual controls, locks, and audit logs

Visual seat maps are fully editable. Lock table sections, assign who can change locked areas, and keep an audit trail of every edit and approval step to preserve operational accountability.

Seat-level overrides with notes and optional lock flags
Stepwise approvals: draft → review → publish seating plan
Audit log that records edits, timestamps and editor notes for event teams

Scale across halls and breakouts

Multi-room orchestration

Seed seating plans across a main hall and breakout rooms with combined capacity checks. Assign speakers and VIPs across rooms, set overflow rules and produce per-room printable maps.

Simultaneous capacity enforcement across rooms
Cross-room VIP and speaker placement rules
Combined occupancy summary and per-room export packs

Stepwise setup

Implementation guidance for event teams

A practical rollout that minimizes disruption for venues and planners: start with sample imports, validate constraints, and expand to full automation once workflows are stable.

Start with a cleaned CSV and a single-room floorplan
Run a seeded seating plan using conservative constraints (accessibility & VIPs only)
Review visual plan, apply manual locks, and publish a production export
Add networking and optimization layers progressively and document approvals

FAQ

How does the AI respect accessibility and mobility needs?

Accessibility rules are evaluated at the top of the constraint hierarchy: mobility and wheelchair access, front-row placement for visual impairment, and adjacency to exits are treated as non-negotiable constraints. Seats that meet accessibility requirements are flagged in exports and visible on the floorplan.

How can I handle day-of changes, swaps, and cancellations without redoing the entire chart?

Use the visual editor to perform seat-level overrides, merges or removals. Changes are appended to a changelog so you can apply swaps incrementally; locked sections remain unchanged unless explicitly unlocked by a permitted editor.

What input formats are supported and what fields should I include?

Common inputs include CSV/Excel and Google Sheets exports, ticketing lists and simple floorplan images (SVG/PNG) or grid schemas. Recommended fields: guest_name, email or id, party_id, accessibility_notes, dietary_tags, vip_flag, and any grouping tags (family, company, industry).

How do manual overrides work and can I lock parts of the plan?

Manual overrides are applied directly on the seat map or in the CSV. You can lock tables or seat ranges to prevent automated changes and restrict who can edit locked areas during review and publishing.

How are dietary restrictions and catering groupings surfaced on outputs?

Dietary tags are included as columns in operational CSVs and shown in the plan legend. Printable table cards and vendor exports can be grouped by catering requirements to simplify production and service sequencing.

Can I generate printable table cards, seat labels, and labeled floorplans for vendors?

Yes. The system exports printable PDFs for table cards and seat labels and produces labeled PNG/SVG floorplans with seat markers and an exportable legend for dietary and accessibility notes.

What privacy and data-handling options are available?

The generator accepts CSVs, Google Sheet exports and ticket lists without requiring a full database migration. Workflows can be configured to minimize persistent storage of attendee data; consult your account plan for specifics on encryption and retention policies.

How does the system balance competing goals like VIP placement versus networking optimization?

Constraints are prioritized: accessibility and conflict avoidance are applied first, then VIP and reserved placements, and finally networking or diversity optimizations. You can adjust the rule order and rerun seatings to tune trade-offs before finalizing.

Is there an audit trail of changes and approvals?

Yes. Each edit—whether automated or manual—can be recorded in an audit log with timestamps, editor identity and optional notes to document why a change was made and who approved it.

What are typical implementation steps for integrating this into venue workflows?

Typical steps: prepare and clean guest CSVs, import a floorplan and set accessibility zones, run a seeded plan with conservative constraints, review and lock sections, export production files, and train a small operations team on day-of edits and changelog review.

PricingCompare plans for event teams and venues.
How we compareSee how constraint-first seating differs from general seating tools.
IndustriesEvent types and workflows we support: weddings, conferences, galas and venues.
About TextaProduct principles and approach to privacy-aware workflows.
Event planning blogOperational guides and checklist content for planners and venues.