How do I make a floor plan or seating chart for an event?

The floorplan builder is where you draw an event’s floor plan: the room, tables, ceremony seating, decor, and stage, with each guest seated by name. A floor plan is a design, so it saves on its own and others can work on it with you.

Build a floor plan

1. Create a floorplan. In a Hub, open Hub Library, select Create new, then Floorplan. Or open Library from the rail, select Create, then Create floorplan. The floorplan builder opens with an empty room.
2. Set up the room. With nothing selected, the Room panel on the right shows Width, Depth, and Guests invited. Enter your venue’s size and guest count, and choose ft + in or m in the room’s settings.
3. Place pieces. In the library on the left, choose Tables, Seating, Decor, or Stage + AV. Click a piece, then click the room, or drag it in. Use Search library to find a piece by name.
4. Adjust each piece. Select a piece to change it in the panel on the right, such as a table’s Number, size, Rotation, Linen, and Seats, or a ceremony block’s Pattern and rows.
5. Seat guests. Select a table, type a name in Add a guest under Guests, and select Seat. Each seat can be Standard, High, or Wheelchair.
6. Check the plan. The counter in the top right shows tables, seats, and guests. Select an empty part of the room to see the Plan totals, Renumber tables, and Export seating CSV.
7. Preview in 3D. Select 3D to see the room in 3D. Select Plan to go back.

The tools on the left of the room are Select (V), Pan (H or hold Space), Measure (M), Note (T), and Arrow (A). Use them to measure distances and label the plan for vendors.

What you can place

Library tab	Pieces
Tables	Round tables, cocktail tables, banquet tables, a sweetheart table, and farmhouse tables
Seating	Ceremony blocks: Rows, Fan, Graduated, Tight arc, and Chevron
Decor	An arbor, cake and gift tables, a photo booth, a lounge, plants, and columns
Stage + AV	A stage, a dance floor, a podium, a DJ booth, a screen, a bar, and a buffet

Share or export the plan

To send the plan to a venue or vendors, select the arrow on the plan’s tab, then Download and PDF. The PDF header shows the Hub name (for a plan in a Hub), the plan’s name, your name, and your company name and logo from your brand settings. See How do I export a design as a PDF?

Ask Vai to make or change a floor plan

Ask Vai in a chat, for example “Make a floor plan for a reception of 120 guests with round tables and a dance floor”, or “Seat the Lees at table 4”. Vai creates the plan in a Hub or folder, and can add and move tables, seats, ceremony seating, and notes, and seat guests. If you chose Do not send without approval in Approvals, Vai asks before it removes anything. See How do I start a chat with Vai?

Building a floor plan yourself uses no AI credits. Asking Vai to make or change one uses AI credits. See How do credits work?

If something goes wrong

• You can’t create a floorplan. The floorplan builder needs the Core plan or the Growth plan. See How do I change my plan?
• Lowering a table’s seats asks first. Guests are seated in the seats you’re removing. Visualist asks “Remove seats?”. Select Remove seats to unseat those guests, or Cancel.
• A guest shows “Also at”. The same name is seated at another table. Unseat one of them.
• Renumber tables is greyed out. Your tables are already numbered in order.

To plan the event together with your team or client, see How do I edit a design with other people at the same time?