Event Seating Planner
Turn your guest count into tables, chairs, table cloths and napkins, with VIP tables, a buffer for extra guests and a printable table list.
How to use the free Event Seating Planner
- Fill in your details in the fields above – hotel name, dates and the other details you need.
- Tap the button to create the document instantly. Edit any field and generate again.
- Copy, print or save the result and use it in your daily or monthly review.
This Event Seating Planner runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free event seating planner for banquets and weddings. Enter guests, seats per table, VIP tables and buffer to get tables, chairs, linen and a table list.
From guest count to tables, chairs and linen
Once the guest count is confirmed, the banquet team needs four numbers fast: tables, chairs, table cloths and napkins. Getting them wrong means a last-minute rush to the store or guests standing at a wedding dinner. This free event seating planner turns the guest count into a full table list, keeps VIP tables separate and adds a buffer for unexpected arrivals.
How to choose seats per table
- 10 per table: standard for large Indian weddings and receptions on 5 to 6 ft rounds. Uses the fewest tables.
- 8 per table: more elbow room, good for plated dinners and corporate galas.
- 6 per table: small rounds or square tables for intimate events and family tables.
VIP tables are usually set with fewer seats, better linen and a clear view of the stage. Enter how many you need and how many seats each has; VIP guests are part of the total guest count.
Linen and buffer
- Buffer: 5 to 10% extra seats covers guests who arrive without an RSVP. Lower it for corporate events with a fixed, confirmed guest list.
- Table cloths: one per table, plus spares for spills and quick changes.
- Napkins: one per guest for a single meal; increase it if you serve snacks and dinner separately.
- Count overlays, runners and chair covers separately if your decor uses them.
Next steps
Share the table list with the decor and service teams, and plan service staff per table with the waiter staffing calculator. If linen is a recurring problem, set store levels with the linen par calculator. Put the final table count, setup time and menu into a banquet event order so everyone works from one sheet.
Frequently asked questions
How many guests fit at a round table?
A 5 ft round table seats about 8 guests comfortably and 10 closely, while a 6 ft round seats about 10 to 12. Check your own table sizes before planning.
How many extra seats should I plan for a wedding?
A buffer of about 5 to 10% is a practical planning range for weddings where guest numbers change. For corporate events with confirmed lists, a smaller buffer is usually enough.
How many napkins and table cloths do I need?
Plan one table cloth per table and at least one napkin per guest per meal, plus around 10% spare for spills and replacements during service.
Want a revenue expert to check your numbers?
Get a free OTA, pricing and reputation audit from Revgrow360 — no obligation.