Reuse venue layouts, seat guests and prepare service packets

Start from a measured room, add furniture, place guests, and save the complete layout. Saving preserves geometry and guest assignments in the same revision. Applying the layout updates the wedding seating chart.

Choose and review furniture

The original furniture library contains 125 starting footprints. Search for a table, chair, service station or production object, then confirm its dimensions against the venue or rental order. Table presets can display individual chair footprints. Arrow keys move a selected object; R rotates it. Objects in the same room with the same group name move together. A locked group member prevents a partial group move.

Add an interior circulation route, enter its clear width and adjust its points. The review checks furniture and shown chairs across visual layers. It flags routes outside a room and routes narrower than your selected clearance. These are conservative bounding-footprint checks, not a certification of venue accessibility or legal compliance.

Compare seating before replacing it

The guest list shows both the current wedding table and the proposed table in this layout. For example, if another coordinator moves Taylor from Garden to Terrace after you open your plan, applying the older plan stops. Reload, compare the assignments and explicitly confirm replacement. A further change requires another review.

Manual guest moves also check the current assignment and table capacity inside a transaction. A stale screen cannot silently overwrite another coordinator’s move, and simultaneous assignments cannot take the same last available seat.

Link the setup work

Connect an object to inventory, an existing reservation, a budget line, a responsible vendor, a setup task and a teardown destination. Linked reservations must belong to this wedding and match the selected inventory item. The quantities assigned to one reservation cannot exceed its reserved quantity. Drawing furniture does not reserve stock: create the reservation in Crew & inventory, then link it here.

Reuse the room without copying private work

Save your editor changes, open Reusable venue layouts, and save the stored revision with a recognizable name. The template retains rooms, furniture, groups, dimensions and circulation paths. It removes guests, vendors, inventory reservations, budget links, setup tasks and teardown notes.

Choosing a saved venue creates a new draft. It does not replace the current seating chart. Repeating a failed submission opens the same copy; it does not create another scenario.

Prepare a packet

After saving, open Venue packet. Choose the full packet, setup and teardown, or catering and seating. The full packet includes every room. Select the guest event so rehearsal meals cannot be confused with reception meals. Only attending guests contribute to meal totals; missing choices, retired menu options and unassigned seats remain visible.

The packet labels draft scenarios, includes a snapshot time and excludes contact details and business financial records. Print it or save it as PDF through your browser. Refresh after changes. Review clearance warnings and unresolved assignments with the venue before distributing copies.

Only an owner, administrator or explicitly authorized full workspace operator can use these private layout and packet screens. Saving a template or printing a packet does not grant someone account access.

Work across objects and reconcile the guest plan

Open Layers, groups and bulk setup to select several objects in the current room. Align centers, distribute them across a row or down a column, copy geometry, set a group or layer, and assign a vendor, setup task or return destination. Locked selections must be explicitly unlocked before moving, copying or removing them. Copying geometry does not copy guest seats, stock reservations or completed setup assignments. Review quantities before reserving more equipment.

Hide layers to inspect crowded drawings; this changes only your editor view. Clearance checks, saved geometry and print packets continue to include every object. Room names and exact object coordinates are editable alongside the existing measured furniture catalog, snapping and keyboard controls. Clear-path checks include displayed chair footprints, independent of visual layer order; venue staff still review practical accessibility.

Choose an event above the editor to read its current invitation generation and meal replies. Table markers use a labeled meal key; select a table for its named guest handoff. Retired meal choices are flagged. Dietary instructions stay separate from order counts. Switching the reviewed event does not change the saved geometry or the main wedding seating source.

The Current seating plan packet includes proportional room drawings, meal markers, guest seating and catering totals from one database snapshot. Its header identifies layout and wedding seating revisions. A saved layout remains a draft until explicitly applied. If another person changes the current seating chart, compare assignments and confirm replacement before applying this layout.

Recover an earlier version when linked records have changed

Open Recover a saved layout, with its seating, choose a retained revision, and preview restoration. The review shows room and object counts, guest-to-table differences from the current draft, and links that can no longer be used. For example, a returned rental reservation cannot be silently treated as reserved inventory again.

Choose an active replacement or explicitly remove each unavailable link. Removing an inventory, task, vendor or budget link leaves the furniture geometry intact. Removing a missing guest reference removes only that seating assignment. Replacement guests must still belong to this wedding; duplicate seating assignments are rejected. Reservation replacements must match the selected inventory item and cover the total quantity assigned to them.

Recheck your replacements, then approve the exact restoration. Changes to the source, current draft, seating chart or eligible links require another review. The saved revision retains the recovery decision and original source revision. Retrying the same approved request does not create another revision. The result is an inactive draft: inspect geometry and clearance warnings, then apply it separately to replace the wedding seating chart. Recovery does not recreate deleted guests, reserve inventory, reopen completed tasks or send messages.

Arrange guests in the seating workbench

The Guests & seats area works with the actual selected event replies. Search by guest, household, or meal; filter for people still needing a seat or a follow-up; and select an invitation household together. A household is identified by its invitation record, not by matching written surnames or household labels. Select unrelated guests together when you want to make an explicit social group.

Move selected guests to a table in one draft operation. The whole selection must fit its capacity; a move never places only some members without telling you. Beside a seated guest, Keep this seat in new suggestions protects that placement when you try a fresh arrangement. These controls edit the draft; Save layout and seating and Apply to wedding seating chart remain separate steps.

In Seating rules, keep invitation households together, create named groups, put selected guests at separate tables, or allow selected people only at chosen tables. An allowed-table rule can support an accessibility plan, but the coordinator still needs to check the actual route, furniture and venue. If you remove its last allowed table, the rule stays visible and must be repaired or removed before applying.

Review suggestion can fill empty places while preserving every existing seat, or explicitly preview a new arrangement while preserving protected seats. Suggestions exclude declined and uninvited guests. Turn on the separate awaiting-reply option if you want tentative guests included. Groups are kept whole: if a group cannot fit, or its rules contradict one another, the review explains what needs attention instead of splitting it. This bounded suggestion method does not promise the mathematically best arrangement.

For example, Maya and Theo share an invitation, Maya is already at Table 2, and Theo is unseated. A fill-empty suggestion uses Table 2 only if it has space and all other rules allow it. If that table is full, the review leaves Theo unseated and explains why. A fresh arrangement can move both people after your confirmation unless Maya's seat is protected.

Review the before-and-after list, choose Use these seats in the draft, then save. Applying checks current saved rules and table capacities again on the server. Rules that reference someone from another wedding are rejected. Geometry, seats, and rules remain together in saved layout versions and restoration; reusable venue templates intentionally omit all guest-specific rules.

Prepare guest-facing signs and escort cards

In the saved Venue packet, choose Guest-facing alphabetical chart or Guest-facing escort cards. These views include attending guests with assigned tables only. They exclude household details, dietary information, meals, private seating rules, and coordination notes. Print or save as PDF using the browser print dialog; select the intended paper size and print at 100% scale for the card grid.

Download escort-card CSV produces only Guest name, Table and Room, suitable for a printer or a mail-merge design. The file is a private export from your saved revision and protects spreadsheet cells from formula interpretation. Guest-facing files do not update after download: regenerate them after replies or seating change. Draft packets remain marked as draft in the on-screen review, so check the saved arrangement before distributing them.