Large event
How to seat 100+ guests: a step-by-step strategy
Once your guest list passes 100 people, seating becomes a real project. The best approach is to work through groups, hard constraints, and final checks in order.
1. Structure the guest list into groups
Create simple groups: close family, friends, colleagues, children, VIPs, and vendors. Groups make filtering faster and prevent people who should sit together from being scattered.
2. Size the room before assigning seats
Check capacity first: tables, chairs, and a practical buffer. If you have 120 guests for 112 seats, that should be visible before anyone exports the final plan.
3. Place the hard constraints first
Start with parents, wedding party, VIPs, major allergies, and accessibility needs. The rest of the chart is easier once the non-negotiables are visible.
4. Export something the team can use
For a large event, export both a visual floor plan and a CSV/PDF guest list. The venue sees the room, the caterer sees meals, and check-in can find guests fast.
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