Seating Chart & Table Seating

Seating chart software.From gala dinners to stadiums.

AirLST is seating chart software for corporate events: set up rooms, tables and rows, drag guests from your guest list onto their seats and keep plus-ones together. Because the seating chart and the guest list are the same data, every seat shows up on the guest record, the ticket and the name badge. For arenas and stadiums, send us your floor plan and the AirLST team sets it up as a seating chart.

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Drag a guest to a seatFrom the guest list to a table, row or block; the plus-one comes along.
A decline frees the seatThe chart shows the live guest list, and the waitlist moves up.
Your floor plan, our setupThe AirLST team turns arena and stadium plans into blocks, rows and seats.
Trusted by leading event teams and companies
Mercedes-Benz Zalando ProSiebenSat.1 BASF Airbus Netflix

A seating chart that knows your guest list.

01Same data

Everyone who accepted is ready to be seated; everyone who cancels frees their seat. No syncing.

02Drag and drop

Drag a guest from the list to a table or row; plus-ones come along.

03Tables and rows

Round tables for the gala, rows for the auditorium, blocks per guest group.

04Seat everywhere

On the ticket, the name badge and the export for venue and caterer.

01Room

Build your floor plan: tables, rows, sections.

Every seating chart starts with the room. You add tables with seats, rows of seats or both: a balcony with rows, a main floor with round tables. Sections such as VIP, press or partners get their own block, so allocations and groups stay visible.

  • Tables with seatsRound or banquet, 6, 8 or 10 seats, numbered or named.
  • Rows of seatsTheater-style seating for an auditorium, cinema or plenary hall, seats numbered in sequence.
  • Sections per groupVIP block, press block, partner block: an allocation and a color for each section.
  • Multiple roomsDinner in Hall 1, keynote in Hall 2: one chart per room, one guest, one seat per room.
Tables for the dinner, rows for the keynote: one guest, one seat per room
A section per guest group, with allocation and color
02Seating

Drag a guest from the list. The seat is done.

The guest list with filters on one side, the room on the other. Drag a guest onto a table, their plus-one comes along and the seat is saved to the record. Seated guests drop off the list; the ones still missing stay on top.

Filter by guest group, status, plus-one, dietary needs: all from the guest list
A plus-one is a guest of their own but sits with the main guest
Only confirmed guests

The list shows confirmed guests without a seat; cancellations never appear in the first place.

Rules in plain sight

Group, plus-one, dietary needs and custom fields as filters: VIPs with VIPs, vegetarians at Table 3, no company twice at one table. AirLST can also seat guests automatically by rank and priority.

Move with one drag

Switch tables with drag and drop; the confirmation and the ticket get the new seat.

Rows 1–3 as a VIP block: allocation 36, assigned 32
03Rows

Theater-style seating: who gets the front row?

For a keynote, an annual general meeting, a premiere or an awards show, you plan rows instead of tables. Blocks per guest group keep the front row for the people who belong there; everyone else gets an assigned seat or open seating. The seat is printed on the ticket.

  • Blocks per groupRows 1–3 VIP, a press block, the rest open: an allocation per block.
  • Assigned or openAssign seats by name where it matters; open seating where it is enough.
  • Plus-ones side by sideMain guest and plus-one on neighboring seats.
  • Premieres and shareholder meetingsSee premiere events and annual general meetings.
04On event day

The chart is never out of date on event day. Because it is the list.

A cancellation at 3 PM, a waitlist guest at 4 PM, a table swap at 6 PM: every change is saved to the guest record, so it shows up in the chart, the export and the new ticket. The team at the door sees where things stand now, not what was printed the day before.

Cancellation · 3:02 PM
Table 3, seat 8Sofia Romano cancels, the seat opens up
Suggest a waitlist guest
From waitlist · 4:10 PM
Maria FloresFrom the waitlist to Table 3, seat 8
Ticket with seat sent
Swap · 6:20 PM
T2 ↔ T4Two guests swap, their plus-ones move with them
In the change log
Entry · 6:41 PM
Checked inThe seat is on the guest record and shown in the check-in app.
Table number on the name badge
The waitlist knows the chart

Open seats and waitlist guests come from the same guest list, no second list.

Logged

Who changed which seat and when is recorded in the guest's change log.

Export as of now

A fresh table list for caterer and venue at any time, with the current state.

05Export

Caterer, venue, staff: everyone gets their version.

The seating chart is a view of the guest list, so you export it like any other view: a table list with dietary needs for the caterer, seat assignments per table for the venue, place cards and name badges with table numbers for the entrance. Guests see their seat on their ticket or name badge.

  • Table listTable, seat, guest, company, group, dietary needs; as Excel or PDF.
  • Place cards and badgesFrom your name badge template, with table number.
  • Seat on the ticketTable and seat as placeholders in the ticket and the confirmation.
Part of AirLST

The seating chart is your guest list, laid over the room.

RSVP, plus-one, group and dietary needs come from registration; table and seat go back to the guest record and from there to the ticket, the name badge and the export. That is why there is no chart next to the list.

  1. Event CRMContacts across all events
  2. Guest List ManagementOne source of truth for the whole team
  3. Event Website BuilderLanding pages without code
  4. Invitation EmailsDigital invitations in your brand design
  5. Event RegistrationForms, RSVPs, plus-ones
  6. Event TicketingTamper-proof QR tickets
  7. You are hereSeating ChartsTables and seats from the guest list
  8. Workflow AutomationAutomate workflows
  9. Event AppAgenda and ticket on the phone
  10. Event Check-inScan instead of search at the door
  11. Access ManagementCheck-in, badges, gates: the whole entrance
  12. Name BadgesPrinted on arrival
  13. Lead RetrievalScan leads at the booth
  14. Event SurveysPost-event feedback
  15. Reporting & AnalyticsAttendance, no-shows, reporting
  16. API & IntegrationsConnect CRM and IT
  17. AI integration (MCP)Connect Claude, ChatGPT or Copilot

For rows with talent, press and partners, see premiere events; for client dinners, galas and hospitality with seat allocations per guest group, see corporate hospitality.

What is seating chart software?

Seating chart software is a tool for event organizers that maps a room with tables or rows of seats and assigns guests from the guest list to specific seats. Table seating means assigning guests to tables and seats, as is common at galas and dinners; a seating plan for an auditorium describes rows and seats. Good seating software does both on screen: create the seating chart online, drag and drop guests onto seats, keep plus-ones together and see changes in the chart right away.

In AirLST, the seating chart is a view of the guest list: everyone who accepted is ready to be seated, everyone who cancels frees their seat, and table and seat are stored on the guest record, which puts them on the ticket, the name badge and the export. Rooms, tables and rows are included in every plan. This page covers seating for all kinds of events, from galas and client dinners to conferences and premieres; AirLST is not built for the seating chart of a wedding or other private party.

The seating chart is not a second document. It is the guest list, laid over the room.

2Room layouts: tables with seats, rows of seats
1Drag: guest from the list to the seat, the plus-one comes along
0Sticky notes: cancellations and waitlist guests are in the chart because they are in the list

How does table seating work in AirLST?

  1. Set up the room. Tables with seats or rows of seats, sections per guest group with allocation and color; multiple rooms per event.
  2. Set your rules. Who sits where: VIPs at Tables 1 through 8, press in their own block, Row 1 for the board, open seating for everyone else.
  3. Seat guests. Filter the guest list, drag a guest to a table or row, plus-ones next to them; seated guests drop off the list of unseated guests.
  4. Communicate. Table and seat as placeholders on the ticket, confirmation and name badge, so every guest knows where to go.
  5. Make changes. Cancellations free up seats, waitlist guests get seated, swaps happen with drag and drop; everything is in the change log.
  6. Export. A table list for caterer and venue, place cards from your template, and occupancy and no-shows per table in event reporting.

How is seating chart software different from a paper floor plan?

A floor plan with sticky notes is correct on the day it is printed. Then someone cancels, someone brings a plus-one, two guests want to swap, a sponsor sends a different person. Every change means another note, another correction on the table list, another call to the caterer, and by the evening the place card no longer matches the name badge.

Seating software that knows the guest list has no print date. It shows where things stand right now.

The difference is not drag and drop, it is the data source. Because the chart is built from the guest list, it knows about cancellations, plus-ones, groups and dietary needs without anyone copying them over. And because table and seat go back to the guest record, they appear wherever the guest needs them: on the ticket, on the badge, in the confirmation. Stand-alone seating chart makers without a guest list remain a second document that someone has to maintain.

What does the seating chart connect to?

To the guest list as its data source, event registration for RSVPs, plus-ones and dietary needs, event ticketing for the seat on the ticket, name badges with table numbers, the event check-in app and event reporting.

FAQ

Seating chart software FAQ

Is there a free app for arranging seating at a corporate event?
AirLST is free for up to 50 guests per event, and seating with drag and drop is part of every plan, from Starter to Enterprise, with no extra charge per room or table. You can test the platform for three months without obligation; plans are on the pricing page.

What should I look for in seating chart software for business events?
A connection to your guest list. Wedding-style seating chart makers are a drawing on top of a separate list, so every RSVP change has to be copied over by hand. For a gala or client dinner you want guest groups, plus-ones, dietary needs and cancellations in the chart itself, and the seat on the ticket, the name badge and the caterer export.

How do I create a seating chart online with AirLST?
Set up the room with tables and seats or rows of seats, then drag guests from the guest list onto their seats. The seat is stored on the guest record right away, and cancellations and waitlist guests show up in the chart because chart and guest list share the same data.

Do plus-ones get seated next to the main guest?
Plus-ones are their own records attached to the main guest. When you drag the main guest to a table, the plus-one comes along to the same table. Who sits next to whom at the table is up to you; the chart shows who belongs together.

Can I plan theater-style rows instead of tables?
Yes. Rooms can be set up with rows and numbered seats, for a keynote, an auditorium or a screening. Blocks per guest group keep talent, partners and press apart. The premiere events solution shows how this works for red-carpet screenings.

How do the venue, caterer and staff get the seating chart?
As an export from the chart: a table list with guests and dietary needs for the caterer, seat assignments per table for the venue, and place cards and name badges with table numbers from your template. Guests see their seat on their ticket or name badge.
Events made easy

Every guest in the right seat. No sticky notes.

Rooms, tables, rows, drag and drop: in 15 minutes we show you how your seating chart comes straight from your guest list. Or set up your first room yourself, free for up to 50 guests.

Discuss your setup Start for free