Start from the registration list you already have
Most corporate events arrive as a spreadsheet from the registration form or the client. Import the .xlsx or .xls file as it is, say what each column holds and skip the rest. Embedded photos come in too.
| Column | Set it up as | What it does |
|---|---|---|
| ID or badge number | ID | Tells apart two guests with the same name |
| Company | Company with logo and brand colour | Colours the map by company |
| Role and VIP | Colour-coded values | Place speakers, sponsors and VIPs |
| Diet | Colour-coded value | Shows where each special meal goes |
| Photo | Photo | Helps hosts recognise the guests of honour |
When the plan is done, export the list back to Excel with everyone’s seat for the registration desk.
Round tables for the gala, numbered rows for the plenary
A conference often needs two layouts. The plenary is theatre style, with straight or curved rows facing a stage and a row letter and seat number on every chair. The gala dinner uses round tables, typically 180 cm for 10, plus a top table or head table for the hosts.
Draw both in the venue editor from the large theatre template (orchestra and balcony), the dinner template or a blank canvas. You can also import the venue’s SVG floor plan or pick a theatre or auditorium from the shared catalogue. The venue stays saved for next year’s edition.
Mark VIP, sponsor and accessible seats first
Do it while the plan is still empty; the brush applies one change to a whole group of seats.
- Paint the front tables or rows as a sensitive area for dignitaries, sponsors or press.
- Mark the wheelchair-accessible seats the venue actually has, and keep the seat beside each one for a companion.
- Disable chairs nobody should use: behind a pillar, on the camera riser or next to the sound desk.
Seat by company and check the balance with colour
Corporate dinners either keep each company together or mix them so clients meet. Either way, competing sponsors should not share a table.
Give each company its logo and brand colour, then colour the seats by company. A table of clients with nobody from your team stands out at once, and so do two rivals side by side. Switch the colour to role, diet or VIP to check something else, and open the statistics for occupancy, free seats and a breakdown by every column.
Handle last-minute changes on the day
A director cancels at 6 pm and a sponsor brings two extra people. Keep the plan current in four steps.
-
Find the person
Search by name, or filter by company.
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Move, swap or replace
Drag the guest to the new seat. If it is taken, swap the two people or replace the occupant.
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Release the no-shows
Brush over their seats to unassign them at once, then filter by unseated.
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Send the final list
Export to Excel for the registration desk. Changes save automatically.
One event or a full calendar of events
| Plan | Price | Events at the same time | Guests per event |
|---|---|---|---|
| One event | €29 per event | 1 | Up to 1,000 |
| Pro | €14 per month | 10 | Up to 500 |
| Ultra | €24 per month | 20 | Up to 1,000 |
| Enterprise | Custom | Custom | Custom |
Every plan includes all features, and annual billing costs 10 months for 12. There is no free plan; the free seating chart generator lets you test the method with a pasted list. For numbered seats, see theatre seating; agencies have a page for planners.
Frequently asked questions
How much does Seating Crowd cost for a corporate event?
One event costs €29 with up to 1,000 guests and every feature. Pro is €14 a month for 10 events at once with up to 500 guests each; Ultra is €24 a month for 20 events with up to 1,000. Annual billing costs 10 months, and taxes are added at checkout.
Is there a free plan or trial?
No. You can test the method with the free seating chart generator on our site, or request a demo.
Can I import our registration list?
Yes, from Excel (.xlsx or .xls). You choose what each column is (ID, text, numbers or photos) and skip the rest. When you finish, you export the list back to Excel with each guest’s seat.
How do I keep competing companies apart?
Colour the seats by company to see at a glance where two competitors sit close together, then drag one of them to another table. The AI agent can also seat a whole company in a specific section.
Does it work for a conference plenary and a gala dinner?
Yes. The venue editor builds curved rows with row letters and seat numbers for the plenary, and round or rectangular tables for the banquet. Both rooms stay saved for the next edition.
Can guests look up their seat or receive invitations?
No. Seating Crowd is a planning tool for the organiser and has no invitations, RSVPs or guest-facing seat finder. Export the final list to Excel for the welcome desk or your own emails.