Overview
Seating Charts
Design seating arrangements for dinners, galas, and conferences. Drag-and-drop interface with strategic assignment tools, multiple chart versions, and real-time guest list sync.
You finalize seating two weeks out. Then RSVPs change daily. How do you avoid midnight rebuilds?
Guest lists shift constantly before events. Cancellations happen. Late RSVPs arrive. In spreadsheets, every change means rebuilding from scratch.
Strategic Assignment
See dietary restrictions, company stage, and custom fields while you seat. Make informed decisions without spreadsheet lookups.
Real-Time Sync
RSVPs change. Your chart updates automatically. No version drift. No midnight rebuilds from scratch.
Building Your Layout
Section titled “Building Your Layout”Navigate to the Seating Chart tab within your event. Add tables, configure seat counts, and drag them into position.
Adding Tables
Click Add Table to open the configuration dialog.
Table settings:
- Name or number: Label your table for easy reference
- Shape: Rectangle or circle
- Seat count: Total seats at the table
- Numbering direction: Clockwise or counterclockwise
Rectangle tables let you specify seats per side. Circle tables distribute seats evenly around the perimeter.
Duplicating and Positioning
Drag tables anywhere on the canvas. Position them to match your venue layout.
To duplicate a table:
Right-click and select Duplicate Table. The copy appears with the same configuration. Faster than creating each table from scratch.
Removing Tables
Right-click any table. Select Delete Table.
Seated guests return to the Unseated section automatically.
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Canvas Objects
Section titled “Canvas Objects”Three object types go beyond standard tables. Each serves different layout and planning needs.
Text Objects
Labels for your floor plan. Mark the stage, entrances, exits, AV equipment.
Click the dropdown arrow next to Add Tables. Select Add Text.
Formatting options:
- Dashes: Represent walls or boundaries
- Rotation: Angle text to any orientation
- Highlighting: Add background color for visibility
Your team and vendors see exactly where everything sits.
Rows of Seats
Theater-style seating without tables. Use for staff positioning, AV stations, or check-in areas.
No table shape. Just numbered seats in a row. Drag guests to specific positions like any other seat.
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Assigning Guests to Seats
Section titled “Assigning Guests to Seats”Three ways to get guests into seats. Pick the method that fits your workflow.
Assignment Methods
Drag and drop
Drag individual guest names directly to specific seats. Best for strategic placement where each decision matters.
Bulk selection
Select multiple guests using checkboxes. Click Move Guests from the green menu. Choose your target table. Gatsby fills available seats automatically.
Seat-first
Double-click an empty seat. Click the plus icon. Search and select your guest. Useful when you know the seat you want to fill but need to find the right person.
Moving and Unseating
Move between seats
Double-click a seated guest. Drag them to their new location.
Unseat individuals
Double-click their seat. Select Unseat. They return to the Unseated section.
Clear entire tables
Right-click the table and select Unseat Guests. Or select guests from the right panel and choose Unseat Guests from the green menu.
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Using Contact Data While Seating
Section titled “Using Contact Data While Seating”You know this founder would hit it off with that LP. But their names blur together. You end up guessing or cross-referencing a spreadsheet.
The guest list panel mirrors your full guest list capabilities. Add columns for context. Filter to relevant guests. Sort to group similar people together.
Adding Columns for Context
Open the Columns drawer. Add any field available on your guest list.
Useful columns for seating:
- Dietary restrictions: Group for efficient plating
- Company stage: Seat similar founders together
- Market segment: Create natural conversation topics
- Custom tags: Whatever context matters for your event
See all relevant info while making seating decisions. No tab-switching. No spreadsheet lookup.
Filtering the Guest List
Filter by RSVP status. Typically you want Accepted plus Maybe.
Filter by tags. Filter by custom fields. Work only with the guests who matter for this particular chart.
Strategic Seating Examples
Create connections
Seat founders at similar company stages together. They’ll have more to talk about.
Avoid conflicts
Keep competing funds at different tables. Check company names before finalizing.
Help your caterer
Group by dietary restriction for efficient plating.
Position your team
Seat internal staff near the check-in station or at strategic tables throughout the room.
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Real-Time Sync with Guest List
Section titled “Real-Time Sync with Guest List”You finalize seating two weeks out. Then three cancel Thursday. Two more RSVP Friday. In Excel, you’re rebuilding at midnight.
In Gatsby, the chart stays current.
How Late RSVPs Appear
Guest RSVPs on Friday. They appear in the Unseated section immediately.
Drag them to an open seat. Done.
No export. No import. No version drift.
Handling Cancellations
Guest cancels. Their RSVP status changes.
If you’re filtering by Accepted, the canceled guest becomes invisible in your filtered view but remains seated. You can’t unseat what you can’t see.
Solution: Remove the RSVP filter temporarily. Unseat the guest. Reapply your filter.
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Multiple Seating Charts
Section titled “Multiple Seating Charts”Create multiple chart tabs within the same event. All charts share the same guest list and RSVP data. Changes to guest info appear across all charts automatically.
Creating Additional Charts
Click the plus button in the top left corner. Name your chart.
Each tab operates independently but shares the same guest data. No manual updates. No version confusion.
When to Use Multiple Charts
Version testing
Try five-tops versus eight-tops. Compare layouts before committing to a configuration.
Different rooms
Create a chart for each physical space. Room A, Room B, the outdoor terrace.
Multi-day events
Retreats and conferences often need different seating each day. Give each day its own chart.
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Display Options
Section titled “Display Options”The gear icon in the bottom left corner controls visual settings.
Display Settings Reference
| Setting | What It Does |
|---|---|
| Show full names on seats | Display guest names directly on the canvas |
| Show profile photos | Add visual recognition for assigned guests |
| Hide text objects | Clean up the view when labels are distracting |
| Show name cards on hover | See details without cluttering the canvas |
| Lock tables | Prevent accidental moves when working with text objects |
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Exporting and Sharing
Section titled “Exporting and Sharing”Two ways to get your seating chart to others. PDF for print. Public links for live access.
Downloading PDF
Click the three-dot menu in the top right.
Format options:
- Floor plan view: Visual layout of the entire room
- Table-by-table breakdown: List format showing who sits where
- Include guest list: Add full attendee details to the export
Hand your caterer a table breakdown. Give your check-in team a floor plan.
Enabling Public Links
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Click the dropdown arrow next to the tab name.
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Select Enable Public Link.
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Configure permissions as needed.
Permission options:
- Enable field editing: Let collaborators make changes
- Password protection: Require a password to view
No login required for viewers. Send the link to anyone who needs it.
When to Use Each
Use PDF for:
- Caterers and kitchen staff
- Venue coordinators
- Printed briefing materials
- Anyone who needs a static snapshot
Use public links for:
- Co-hosts who need live updates
- Day-of team briefings where changes happen in real time
- Sponsors who want to see their table assignments
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Beyond Traditional Tables
Section titled “Beyond Traditional Tables”Drag-drop assignment. Bulk operations. Contact data columns. PDF export. All of it works regardless of what the “table” actually represents.
Hotel Room Blocks
Create “tables” representing room blocks. Assign guests to rooms.
Track who has accommodations. Export for hotel coordination. Update assignments when guests change plans.
Golf Tournaments
Create 18 “tables” for starting holes. Assign foursomes to each.
Handle day-of changes as people arrive. Print starting positions on badges using the badge printing integration.
Retreat Cabins
Create objects for each cabin. Assign attendees.
See everyone at a glance. Share with retreat coordinators via public link. Update assignments when roommate preferences change.
Conference Breakout Rooms
Track room assignments for breakout sessions.
Create a chart per session. Or create a chart per room showing who’s assigned to each throughout the day.
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Integration with Other Features
Section titled “Integration with Other Features”Seating data flows to other parts of Gatsby. Table and seat assignments appear on badges and in guest list views.
Printing Seating on Badges
Table and seat numbers can print on check-in badges.
Useful for assigned seating events. Also works for golf starting positions or any scenario where guests need to know their assignment.
See Check-In & QR Codes for badge printing details.
Guest List Integration
Filter by table assignment
On your main guest list, filter by seating chart assignment. Create views organized by table for day-of briefings.
Add seating columns
Add seating chart data as columns on your guest list. See table assignments without leaving the guest list view.
Sort by table
Sort your guest list by table number. Export with assignments included.
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Troubleshooting
Section titled “Troubleshooting”Most seating chart issues stem from filters hiding guests.
Cannot Unseat a Canceled Guest
Your filter shows only Accepted guests. A guest cancels. Their status changes to Canceled.
They disappear from your filtered view but remain seated. You can’t unseat what you can’t see.
Fix: Remove the RSVP filter temporarily. Unseat the guest. Reapply your filter.
Guest Not Showing in Unseated List
Check your filters. The guest may have an RSVP status that your filter excludes.
Clear all filters to see everyone. Then reapply once you’ve found the missing guest.
Common Questions
Section titled “Common Questions” Can I have different seating charts for different sessions of the same event?
Yes. Create a separate chart tab for each session. All tabs share the same guest list but maintain independent assignments.
Can I use the seating chart for things other than dinner tables?
Absolutely. Teams use it for hotel room blocks, golf starting holes, retreat cabin assignments, and conference breakout rooms. Any scenario where you assign people to positions works with the same drag-and-drop interface.
How do I handle last-minute RSVPs on the day of the event?
New RSVPs appear in the Unseated section automatically. Open the seating chart and drag them to an available seat. The change syncs immediately to anyone viewing a public link.
Can my caterer see dietary restrictions on the seating chart?
Share a public link with them. Add dietary restriction columns to the guest list panel. They’ll see restrictions next to each guest name as they review table assignments.
Why can I not unseat a guest who canceled?
Your filter is hiding them. When a guest cancels, their RSVP status changes. If you’re filtering to Accepted guests only, the canceled guest becomes invisible but stays seated. Remove the filter, unseat them, then reapply.
Can I share the seating chart?
Yes. Two options. Download a PDF for printed materials. Or enable a public link for live, real-time access. No login required for viewers.