1. Confirm the room before placing guests
Ask the venue for the table shapes, capacities and agreed layout. Check the stage, dance floor, bar and access routes with them. Use these details to build your visual venue map; a planning canvas does not replace the venue’s measurements.
2. Give every guest a separate row
Prepare one name per row in your spreadsheet, including partners rather than a single combined entry. Add relationship information that will help you arrange groups. Export as CSV and review the import preview.
3. Record the preferences you already know
Add must-sit-with links for guests who should share a table, and must-not-sit-with preferences for guests who need separate tables. Start with these fixed groups so you can see how much space remains.
4. Assign tables and review the room
Place your fixed groups, then fill the remaining seats. Switch between the list, table and venue map views to check the details and overall arrangement. Resolve capacity problems and seating conflicts as you go.
5. Prepare a clean handover
Check every guest has a table, review remaining conflicts and confirm the layout with the venue. Export the CSV and remove private seating preference columns from the venue copy. Agree which version is final and who will handle changes.