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Event Seating Plan: Technology, Guest Needs, Event Purpose

April 1, 2022

There are a number of details you may need to attend to with regard to an upcoming event, and one of these for many event types is a seating plan. Guests often need to have assigned seats, whether for an event meal or any other purpose, and this is often an area event organizers spend lots of time on.

At In The Event, we’re here to help. From our quality chairs and other event seating rentals through our event planning services, we’ve assisted a number of clients with several themes that surround their seating plan and related areas. What are some basic tips we offer to clients on how to formulate and maintain a quality seating plan for any upcoming event? Here’s a basic primer.

Utilize Technology

Gone are the days where event organizers would have to arrange a seating plan by hand, with perhaps some assistance from a friend or family member. These days, there are a number of software applications that can help you not only formulate a seating plan, but also communicate it to guests and maintain it as changes come in.

You can use anything from general event planning software to more specific solutions that focus solely on guest and seating management. Many such programs even allow you to input specific details about each guest, such as dietary restrictions, and make sure they’re seated accordingly.

This technology can be a huge time-saver, and it’s worth investigating what options are available to you well in advance of your event.

Be Cognizant of Guest Needs

Your event may include a number of guests with different needs, and it’s important to be aware of these when working on your seating plan. For example, you’ll want to avoid putting two people who don’t get along next to each other, or seating a person with mobility issues too far away from the event’s main action.

In some cases, you may need to make special accommodations for specific guests. For example, you may need to provide a sign language interpreter for a deaf guest, or have someone available to help a blind guest navigate the event space.

Think About the Event’s Purpose

The seating plan you create for a corporate gala will likely be very different from the one you use for a friend’s wedding. It’s important to think about the event’s purpose when working on the seating plan, as this will help you make decisions about who should be seated where.

For example, if you’re hosting a business dinner, you may want to seat people with similar interests or job titles together so they can network. On the other hand, if you’re hosting a more casual gathering, you may want to mix things up so guests have a chance to meet new people.

Keep these and other factors in mind as you work on your event’s seating plan, and you’ll be well on your way to creating a successful event for all involved.

For more on how to create a great event seating plan, or to learn about any of our event rentals or event planning services, speak to the team at In The Event today.

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