Seating charts allow you to assign registrants to specific seats. Generally seating charts are used for tables and chairs, but you can also use them for suite spaces or even airplane seats.
You can create seating chart templates for setups that your organization commonly uses. In cases where seating templates are not needed, you can create ad-hoc seating charts.
After you create the seating chart templates, you can assign the template to the registration function on an event and then assign registrants to the seats.
Create a Seating Chart Template
When creating a seating chart, you assign seating objects to the seating chart. Objects represent the tables, chairs, seats, suites, etc. You can define the how many items are within the object, called the Objects Count (example, chairs at a table), and how many people you can assign, called the Capacity (example, 1 person to each chair).
If you are not using seating chart templates, you can skip to Assign a Seating Chart to the Registration Function.
- Click the Seating Charts link from the Main Menu. The Seating Charts screen opens.
- Click the Add button. The Add Seating Charts screen opens.
- Enter a name for the seating chart into the Description field.
- Select how the seating chart is filled from the Default Fill Method drop-down:
- Manual - You assign registrants to each seating object.
- Auto-fill - the system automatically assigns registrants to each seating object. See Auto-Fill for Seating Charts for more information.
- Select the Seating Objects tab.
- Click the arrow next to the add button and select either:
- Add - Adds one seating object.
- Add Multiple - Adds several seating objects at once.
- Enter the necessary information:
- Description - Name for the seating object.
- Group Code A - User defined code used for categorizing the object.
- Inventory Code - User defined inventory code. A number is appended to the inventory code.
- Fill Method - Defaults to the fill method selected in step 4.
- Capacity - Total number of registrants you can assign.
- Objects Count - Total number of seats available. Only available when adding multiple objects.
- Fill Sequence - The order the seating objects is filled when using Auto-fill as the Fill Method. Defaults to the next available number. Only available when adding a single object.
- Click OK. If adding a single seating object, it displays in the Seating Objects tab. If adding multiple seating objects, a seating object is created for each number in the Objects Count field.
For example, if you have a banquet floor plan with 20 round tables with 8 seats at each table, it is set up as follows:
- Create a seating chart called Banquet.
- Create a seating object for each table. You would create 20 seating objects. See below for an example of creating the seating object for the first table.
- Within each seating object, you would set the object count to 8 for the 8 seats at each table.
- Within each seating object, you would set the capacity to 1 so only 1 registrant is assigned to each object count.
When after you have created all the seating objects, it looks similar to the below:
Assign a Seating Chart to a Registration Function
You need to assign a seating chart to a registration function to assign seats to registrants. When a registrant registers for the function, you can then assign that registrant to a seat. To assign a seating chart to a registration function:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event for the seating chart.
- Right-click and select Tools -> Registration Setup. The Registration Setup screen opens.
- Select the Pricing tab.
- Expand the Registration Functions section.
- Select the registration function for the seating chart.
- Right-click and select Edit. The Edit Registration Function screen opens.
- Select the More Options tab.
- Check the Allow Assignment check box.
- Select the Function Seating Charts tab.
- Click the arrow next to the Add button and select:
- Add - Adds a function seating object. See Create a Seating Chart Template for details on the available fields.
- Add Multiple - Adds multiple function seating objects. See Create a Seating Chart Template for details on the available fields.
- Add From Seating Chart - Adds the seating objects from a seating chart template.
- Click OK.
Assign Registrants to Seats
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event to assign seats.
- Right-click and select Tools -> Registration Setup. The Registration Setup screen opens.
- Select the Pricing tab.
- Expand the Registration Functions section.
- Select the registration function for the seating chart.
- Right-click and select Edit. The Edit Registration Function screen opens.
- Select the Assign Seats tab.
- Select a registrant not assigned to a seat. Use the Registration Assignment Status - Order column to see which registrants are assigned or not assigned.
- Right-click and select:
- Auto Fill if the seating chart is configured for automatic filling. The auto fill process runs. See Auto-Fill for Seating Charts for more information.
- Manual Assign if the seating chart is configured for Manual filling.
- The Manual Assign screen opens.
- Enter the necessary information:
- Tables Available - Select the table to assign the registrant.
- Seat Quantity - Select how many seats the registrant needs for the table.
- Assignment Note - Enter any additional notes about the seat assignment.
- Click OK.
View Seat Assignments
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the seat assignments.
- Right-click and select Edit -> Edit. The Edit Event screen opens.
- Select the Seating Assignments tab.
- Expand the Seat Assignments section. All registrants seat assignments display.
Change or Delete a Seat Assignment
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the seat assignments.
- Right-click and select Edit -> Edit. The Edit Event screen opens.
- Select the Seating Assignments tab.
- Expand the Seat Assignments section.
- Select the registrant with the seat assignment to delete.
- Right-click and select Mark for Delete.
- Click the Save (disk) icon.
To then change the assignment:
- Expand the Assign Seats section.
- Select the registrant that needs the new assigned seat.
- Right-click and select:
- Auto Fill if the seating chart is configured for automatic filling. The auto fill process runs. See Auto-Fill for Seating Charts for more information.
- Manual Assign if the seating chart is configured for Manual filling.
- The Manual Assign screen opens.
- Enter the necessary information:
- Tables Available - Select the table to assign the registrant.
- Seat Quantity - Select how many seats the registrant needs for the table.
- Assignment Note - Enter any additional notes about the seat assignment.
- Click OK.
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