Sharing
How to share a seating chart with a venue team
The best seating chart is the one the setup team can follow without a long explanation. A clean handoff reduces calls, wrong table cards, and last-minute confusion.
May 24, 20267 min read
In this guide
Send the chart in the format the team uses
Some teams want a printable PDF. Others want an image in a group chat. Ask once, then send the latest export in that format.
Include table names and counts
Table labels, guest counts, and event names help staff match the chart to physical table cards and room setup.
Avoid sending multiple competing versions
When a plan changes, send the new export with a clear note that it replaces the prior version. This keeps the final source obvious.
Use a QR or message link when helpers need quick access
A share link is useful when several people need to open the plan quickly, especially during setup or classroom handoff.
Venue handoff checklist
- Final event name and date.
- Table names or numbers.
- Guest count per table.
- PDF or image export.
- One owner for changes after handoff.