How to Create a Wedding Seating Chart: Expert Tips for Your Guest Floorplan

Jul 10, 2025

Key Takeaways

Digital floorplans replace manual table seating chart wedding methods, letting you upload venue dimensions and drag‑and‑drop guests & furniture seamlessly
Platforms like That's The One, offer a streamlined wedding guest seating chart tool which is color‑coded with meal choices and dietary needs, with real‑time guest counts and automatic seat reassignment
One‑click PDF exports on thatstheone.com is helpful for caterers, as they receive a clear list of guests by table and seat order, highlight allergies, and summarize meals and table counts - elimanating room for error

[[toc-anchor:What is a Wedding Seating Chart & Why Does It Matter]]

Planning a wedding is an intricate process, and the seating arrangement and venue layout are crucial for the success of an event. Having a streamlined floorplan and seating chart helps planners to answer the following questions:

Will the furniture fit as expected?
How should furniture be arranged?
Where will wedding guests sit?
How do we communicate meal choices & allergies/dietaries with the caterers?
How can I help my client visualise the setup?

Today, many wedding planners still rely on outdated manual methods, such as Excel spreadsheets, paper diagrams, or freehand sketches. This can often lead to inefficiencies, miscommunication, and last-minute chaos.

With modern digital tools like That’s The One, wedding planners can streamline these processes, eliminate guesswork, and save themselves a lot of time. Our team has collaborated closely with planners to understand their challenges with floor planning and develop a solution that truly meets their needs.

👉 Tired of last-minute seating chart chaos? Try your 30 day free trial here.

[[toc-anchor:Table Seating Chart Wedding Tips & Best Practices]]

These are the things you should bear in mind when looking for a floorplan & seating chart tool to make your life easier. Can you customize your seating chart and floorplan to fit your unique event needs, including personalizing guest placement and decor elements? Can you designate custom areas such as the bar, dance floor, or cake table in your digital floorplan for a tailored setup? More specifically:

✅ Map Venue Layouts to Scale

Upload exact venue dimensions & furniture.
Easily adjust table sizes (eg. wedding reception tables) and placements in real-time
Creating your layout digitally allows for greater accuracy and flexibility, making it easy to adjust as plans change. You should also be able to section off custom areas like the dance floor, bar, or cake table to reflect your event’s specific needs.

✅ Drag-and-Drop Seating Chart

Effortlessly move guests around
Color-code seats based on meal choices and allergy/dietary preferences.
Seating chart templates can streamline the process, letting you quickly assign guests to tables and make adjustments as needed.

✅ Export summary document for Caterers & Vendors

Instantly download and share digital floor plan PDF
Outline guests in alphabetical order (for table plans) and in seat order (for serving dishes & placing name cards)
Clearly outline guests with allergies/dietary restrictions
Real-time count of number of meals, tables, adults, babies

✅ Instant Capacity Calculations & Adjustments

Real-time guest count updates ensure an accurate seating plan
If a guest cancels, their seat is automatically flagged for reassignment

✅ Ability to create Floor Plan and Seating Chart Templates

Create a template of the venue layout and furniture, ready to be reused across multiple events to save time

[[toc-anchor:Top Wedding Seating Chart Tools & Floorplan Makers]]

Selecting the right tool can turn chaos into clarity. Below, we’ve rounded up four of the most popular seating-chart solutions so you can compare features, ease-of-use, and pricing.

Prismm/Allseated

Prismm (previously Allseated) is a venue-agnostic, cloud-based floorplan and seating tool built for both in-person and hybrid events. You can easily export your seating chart for sharing or print purposes, making it simple to distribute layouts to planners or venues. The platform also allows you to explore your layout in 3D or through virtual walkthroughs, giving you a comprehensive overview of your event space.

Here is an example of the Prismm builder:

Prismm Floorplan Best Features

Virtual walkthrough: Preview in 360° to ensure sightlines and flow.
3D floorplan builder on Prismm: Add tables, stages, dance floors, and other elements in true scale.
Guest list sync on Allseated: Import a spreadsheet, assign meal choices, and auto-seat based on household or group.
Immersive 3D views and virtual tours
Library of 150,000 floorplans
Superb for very large or complex displays

Prism Floorplan Limitations

Steeper learning curve for designers unfamiliar with CAD-style interfaces.
Not wedding-specific; lacks specialized features (eg. export for caterers)
Feels outdated and requires many clicks (lives on the Allseated platform). See tutorial here.
Will require additional integrations/additional software subscriptions for complete planning functionality
Price: starting price is $35

Canva

Canva is a great tool for accessing template libraries - they also have templates to create simple seating charts. Here is an example of their floorplan builder:

Canva Best Floorplan Features

Intuitive, familiar interface for anyone who’s used Canva before.
Ideal for couples who want to create a simple floorplan visualisation for tables, chairs, name labels
Thousands of premade “wedding seating charts” templates
Edit collaboratively with a live link
Download as PDF or PNG
Price: Free tier available

Canva Floorplan Limitations

Floorplan is not built to scale - will not be fully accurate
Is not connected to a guestlist - you must manually type names, their meals and track counts.
No 3D or tools

Aisle Planner

An American software with a full wedding-planning suite. Here is an example of their floorplan builder:

Aisle Planner Floorplan Best Features

Edit simultaneously with live updates.

Aisle Planner Limitations

Imperial metrics (inches) only: Not user friendly for those outside of the UK
Non-Intuitive Interface & Steep Learning Curve: Controls for scaling & rotating furniture can feel buried, and it often takes several tries. G2 TrustRadius
Challenges Printing & Exporting Layouts: Including names, table numbers, and meal indicators often require workarounds (screenshots, PDF hacks, or third-party design apps) to produce a usable hard-copy. The export can only connect with main meals & allergies (not starter & dessert options also). G2 TrustRadius
Limited Help Resources: Little on-screen guidance and built-in tutorialsare sometimes hard to locate. G2 TrustRadius

That’s The One

A modern all-in-one planning software built for event organisers around the world. Here is an example of TTO's floorplan builder:

Download an Example Floorplan Export here.

TTO Best Floorplan Features

Smart drag-and-drop guests into seats
Easy floorplan & furniture scaling
Connects with guest information like: starter, main meal, dessert, allergy, dietary and accessibility needs
Export in 1 click to share with caterers & venues
Snap furniture into place on an accurate venue background
Available for all kinds of events, not only weddings
Clean & modern interface

TTO Limitations

Feature set continues evolving; power users may miss some advanced floorplan reporting.

Try your 30 day free trial here.

[[toc-anchor:That’s The One vs. Other Floor Plan Tools & Seating Chart Makers]]

Before choosing a tool, consider how each platform allows you to customize your wedding reception tables. Many tools let you add circular or square tables, giving you flexibility in the shape and arrangement of your seating. The shape of your tables (whether circular, square, or rectangular) can influence guest interaction and the overall flow of your event. Look for features that let you include key areas like the cake table and stage in your floorplan, so you can visualize and personalize every aspect of your reception layout.

Feature	That's The One	Prismm	Canva	Aisle Planner
Drag & Drop Guests into Seats	✅ Yes	❌ No	❌ No	❌ No
To-Scale Floorplans	✅ Yes	✅ Yes	❌ No	❌ No
Furniture Library for Weddings	✅ Yes	✅ Yes	❌ No	✅ Yes
Synced with Meals & Dietaries	✅ Yes	❌ No	❌ No	✅ Yes
Color-coded Allergies & Dietaries	✅ Yes	❌ No	❌ No	✅ Yes
Metric & Imperial Measurements	✅ Yes	✅ Yes	❌ No	❌ No
Capacity Calculations & Adjustments	✅ Yes	❌ No	❌ No	❌ No

👉 Unlike general floorplan platforms, TTO is built specifically for weddings and professionals who need fast, flexible, and detailed floor plans.

Download an Example Floorplan Export Created On TTO Here.

[[toc-anchor:2min Tutorial On How To Create A Seating Plan with Wedding Guests on TTO]]

Read full floorplan guide here

[[toc-anchor:Common Mistakes and How To Avoid Them]]

Below are the top pitfalls you may encounter with actionable tips to steer clear of each one.

⚠️ Last-Minute Guest List Changes

Mistake: Waiting until the week of the wedding to finalize your wedding guest seating chart leads to frantic reshuffling (your organiser would not let this happen!)
Tip: Lock in your seating chart atleast 1 month before the big day. If anyone is flagged as “not attending” in your seating chart, make sure to clear their seat and reassign seats.

⚠️ Overcrowded Tables

Mistake: Cramming too many names onto each table in your seating chart wedding design - it's uncomfortable, makes conversation awkward and service slow.
Tip: Stick to 8–10 guests per standard round table (or 6–8 per rectangle) unless your venue floorplan allows more breathing room. Use the “clearance borders” around the tables in the floorplan as a guide to test traffic flow between furniture.

⚠️ Ignoring Accessibility & Sightlines

Mistake: Placing elderly people or people with mobility needs at back tables or behind pillars.
Avoidance Tip: Map entrances, exits, and focal points on your seating chart maker first. Then assign higher-need guests to the most accessible tables.

⚠️ Manual Data Entry Errors

Mistake: When doing things manually, you may make errors like duplicating names or (even worse!) forgetting someone!
Tip: On TTO, your guest list is directly synced with the seating chart on your floorplan. This makes sure to avoid errors!

[[toc-anchor:Case Study: How a Planner Cut Setup Time by 50% Using That’s The One Seating Chart for her Wedding Ceremony Seating Clients]]

Meet Sandra, an independent luxury wedding planner (@infusionweddings). Before TTO she was using excel to create floor plans but was pained by having to repeatedly collect and manually map dietaries over by hand. This would typically take hours and it soon became the part of planning she dreaded the most.

Then, she discovered That’s The One. The floor plan tool instantly impressed her with its seamless integration.She realised she could design her floorplans from scratch or upload a template and set it to scale. Furniture could be added effortlessly, guests could be dropped into their seats, and an automated PDF export could be created to summarise all the key information in one place. As a result, Emma cut her setup time in half and drastically reduced guest list errors due to the precision of That’s The One’s floor plan tool.

👉 “That’s The One’s floor plan tool saved me hours per event. My clients love the visual layouts, and last-minute changes are stress-free!” – Sandra, Infusion Weddings

Read more testimonials

[[toc-anchor:Conclusion & Next Steps]]

You’ve now explored the ins and outs of creating the perfect wedding seating plan.

Next Steps → Select Your Tool! Try That’s The One wedding seating chart maker or compare Prismm/Allseated, Canva, and Aisle Planner to find the best fit.

👉 See how That’s The One can make your life easier - book a free demo today

👉 Read full floorplan guide here

👉 Download an Example Floorplan Export here

Ready to get started? Head over to That’s The One to launch your wedding seating chart today!

[[toc-anchor:FAQs About Wedding Seating Charts]]

How do I integrate guest information, like meal choices, into my wedding seating chart maker?

When using TTO, this happens automatically! When you drag-and-drop your wedding guests into their seats, select export and your PDF document will automatically have this information.

Can I add wedding reception tables?

Yes absolutely! You can drag and drop in furniture like reception tables into your floor plan canvas and adjust the size and layout of seats around the table.

How do I lock the floorplan to prevent my client from moving things around?

Go to your floorplan settings and use the toggles to lock various elements, such as images, shapes and furniture. This allows you to “lock” the floorplan but still allow your client to allocate guests into seats.

How do I choose the best wedding seating plan tool?

Keep the best practices in mind and make a list of what is important to you. Whilst some tools like Canva, offer free seating chart templates, you will have to manually map your guests and their dietaries from a separate RSVP/guestlist file where you have this information mapped. We suggest using digital tools because all of this information is synced, saving you time and errors later down the line.

What features should I look for when creating a floor or seating plan?

The two main features to look out for when building a digital seating chart are to check if:

You can set it to scale (so that you have confidence in the furniture layout and guest seating)
The floorplan and seating chart are synced with your guest information and their meal choices and allergy/dietary requirements

This will ensure your floorplan is accurate and that the catering team has everything they need for the big day.

Is it possible to design and edit my wedding seating plan on my phone?

It is possible to keep the PDF export on your phone, however we do not advise to build your floorplan on your phone, as it can be quite fiddly when moving furniture and guests around. Take our a glass of wine, put some music on, and enjoy building your seating arrangements on a large laptop or monitor!

Can I use the floorplan to design other types of seating, like ceremonies?

Yes absolutely, you can place individual chairs into a ceremony formation. Once finalised, you can similarly place guests into seats.

What’s the best way to share my wedding seating chart with the caterers and vendors?

The easiest way is to export your wedding seating chart as a PDF and email it to the caterers and vendors. They will have all the information they need in one place:

total number of guests and meals
A highlight of all guests with an allergy, dietary or accessibility concern
All guests listed out in alphabetical order, alongside their table/seat number and meal choice
All guests mapped out table by table in seat order, alongside their meal choice
A zoomed in visual of each table with guest names, color coded seats according to meal choices and allergies clearly marked

How do I train my planning team on a new seating chart wedding tool quickly?

We recommend referring to this guide, which includes a step by step breakdown in addition to a YouTube tutorial.

What support options are available if I run into issues with my seating chart maker?

You are able to chat do us directly on live chat 9am-5pm GMT in the platform. Otherwise email support@thatstheone.com and we will get back to you within 24 hours.

If I am not working with a planner yet, can I get access to 1 event to create my floorplan?

Yes, if you are a couple, you can subscribe to TTO here to get access to 1 event here.

Can TTO help me to Organize and Track RSVPs?

Managing your guest list is one of the most important steps in creating a smooth wedding experience, and a digital wedding seating chart tool can make this process effortless. Start by building a custom floor plan based on your venue’s layout, including all the key elements like tables, the dance floor, and any special areas for your wedding reception. With a seating chart tool, you can easily create and update your guest list, assign seats, and keep track of RSVPs in real time.

As you receive responses, simply update your seating chart to reflect who’s attending, who’s bringing a plus-one, and any special requests. Many couples find it helpful to use a wedding website to collect RSVPs and guest information - this data can then be imported directly into your seating chart tool, saving you hours of manual entry. Group wedding guests based on family ties, friend groups, or other connections to make everyone feel comfortable and ensure a lively atmosphere at each table.

By managing your guest list and seating arrangements digitally, you’ll avoid the confusion of paper lists and last-minute changes. Plus, you’ll have a clear, organized chart that makes it easy to communicate with your vendors and ensure every guest has a seat at your celebration.

What are your tips for handling Plus-Ones and Children?

Handling plus-ones and children at your wedding doesn’t have to be complicated when you use a seating chart tool. First, decide on your policy for plus-ones and children -whether you’re inviting all guests to bring a date or limiting plus-ones to certain groups -and communicate this clearly on your wedding website or invitations.

Once you know who’s attending, use your seating chart tool to assign seats for plus-ones and children. For children, consider creating a dedicated table or area with age-appropriate activities to keep them entertained during the reception. For plus-ones, you can seat them with other solo guests or couples to encourage new connections and lively conversation.

A digital seating chart makes it easy to adjust table assignments as RSVPs come in, ensuring that everyone is comfortably accommodated. With a clear plan in place, you’ll be able to easily seat all your guests and create a welcoming, enjoyable atmosphere for everyone at your wedding.

What are your tips for Accommodating Special Requests (Dietary Restrictions and Accessibility Needs?)

Ensuring every guest feels comfortable and cared for is a hallmark of great wedding planning, and your wedding seating chart is the perfect place to accommodate special requests. With a wedding seating chart tool, you can easily track and assign seats for guests with dietary restrictions - such as gluten-free, vegetarian, or vegan preferences -by placing them near the buffet table or in a designated area for easy service.

Accessibility needs are just as important. Use your custom floor plan to create a layout that allows guests with mobility challenges to access their seats easily, placing them near entrances, exits, or restrooms as needed. The seating chart tool lets you flag these guests and assign them to the most convenient tables, ensuring their comfort throughout the event.

To help your vendors and staff, you can use the tool to generate place cards or table signs that clearly indicate dietary needs or accessibility requirements. This way, everyone from the catering team to the event staff knows exactly how to accommodate your guests. By leveraging a digital seating chart, you’ll create a thoughtful, inclusive layout that ensures every guest enjoys your wedding to the fullest.