How to plan an event seating arrangement that makes every guest feel comfortable

How and where you seat your guests has a significant impact on their comfort and enjoyment. 

As an event planner, your goal should be to make every guest feel welcome the moment they arrive — as well as when they sit down. From how you arrange tables and chairs to deciding who should sit next to who, event seating can quickly become complex. This is especially true for large-scale events that occur over multiple days or at multiple venues.

Here’s how you can plan elegant seating charts that put every guest at ease, including a closer look at different types of seating arrangements and why they’re better suited for certain events.

Compare different types of seating arrangements and layouts 

There are many ways to set up chairs and tables at an event. You’ll need to choose a layout before you can even start thinking about who should sit where. 

When comparing your options, you’ll want to factor in:

• Event space layout
• Venue seating capacity
• Type of event
• Number of guests
• Whether you want to assign seats or will have free seating for guests
• Number of separate sessions requiring different types of seating at the same event
• Availability of tables and chairs (if you plan to use what the venue supplies)
• Furniture hire requirements, including amount, types, style, color, and budget considerations
• Accessibility needs, such as adjustable seating and table heights for wheelchair users

Some events require more than one seating chart. For more extended or complex events, you may need to create a variety of seating layouts for different sessions in different areas, i.e., a welcome keynote address, several smaller breakout events, luncheons, auctions, and gala evening events, to name a few. With zkipster, you can create unlimited seating charts per event. 

Banquet-style seating 

Banquet-style seating consists of round tables, usually with 8-10 chairs per table. It’s a timeless choice for weddings, galas, charity fundraisers, and any type of catered event. From exquisite linens to eye-catching centerpieces, you can style banquet tables to appear as understated or over the top as your event requires.

Cabaret-style seating 

Suitable for catered events, cabaret-style seating is similar to banquet-style seating, except one side of the table is open without chairs. It’s a popular choice for presentations, live entertainment, and ceremonies, as it gives every guest a clear view of the stage, presenters, or performers.

Cocktail-style seating 

If your event needs a more flexible seating option, consider cocktail-style seating with high-top cocktail tables or bistro tables. With or without chairs, this setup is excellent for social events because it encourages mingling and allows guests to enjoy drinks and hors d’oeuvres.

Cluster seating (aka pod seating)

Set up cluster or pod seating by grouping four to six smaller tables (seating four to eight people each) together throughout the venue, creating intimate zones for conversation. This arrangement is a smart choice for meetings, workshops, and networking opportunities, as it allows people to gather in small groups.

Communal seating (aka family-style or king’s table seating) 

Communal or “family-style” seating features long, rectangular tables typically seating 8-12 people, where guests can sit side by side and across from one another. This creates a shared dining experience and sense of community. In addition to maximizing space efficiency, it also simplifies catering service. Although communal seating can be useful for events with a more rustic or casual aesthetic, there is a growing trend of using much longer tables at high-end, indoor and outdoor events to create dramatic visual impact. Depending on the venue and the event, planners may opt for one extremely long table, or a small number of long tables arranged side by side.

U-shaped seating (aka horseshoe or semi-circle seating) 

The U-shaped seating arrangement consists of tables and chairs arranged around an open focal point where every guest has a view of a speaker or presenter. U-shaped arrangements can accommodate catering, but they’re best used for training sessions, work meetings, group discussions, and events that require audience interaction.

Hollow square seating 

Hollow square seating is similar to the U-shaped arrangement except it’s closed on all sides. Best for collaborative events like meetings, work sessions, and brainstorming sessions, this type of seating features square or rectangular tables placed so guests are facing each other, with an opening in the center.

Classroom-style seating 

Classroom-style seating arranges rectangular tables or desks in parallel rows, all facing toward the front of the room where presentations or speakers will be positioned. While it’s not ideal for catered events, it works well for presentations, conferences, and workshops where the focus is on learning. If you prefer to avoid horizontal rows, you can also arrange classroom-style seating in a chevron pattern.

Auditorium-style seating (aka theater-style seating)

When you require lots of seats and have no need for tables, auditorium-style seating maximizes seating capacity. It’s a viable option for speeches, performances, ceremonies, and large-scale events where catering is not a factor.

Boardroom seating 

A boardroom seating arrangement features one long table with chairs on all sides. It ensures every guest can make eye contact and participate equally in discussions. This arrangement works well for smaller groups of eight to 20 people, but tends to be impractical for larger groups since people at opposite ends of the table may struggle to hear each other.

Statement seating for exclusive events

For ultra-exclusive events with very tight guest lists, event planners may hire a large, impressive, statement-making venue where they can use an equally statement-making table. The challenge is preventing the single table — which is needed to seat all the guests — from getting lost in an oversized space, while also keeping the atmosphere intimate for guests. 

Consider using elements like dramatic flower installations, statement furniture, and thoughtful lighting to ensure the table remains the clear focal point. Balance the table size so it’s large enough to make an impact in the space, but not so large that guests at opposite ends struggle to connect.

Related: 5 must-dos for planning a sit-down dinner

Consider your event’s goals, venue, and guest list 

With so many layouts to choose from, it can be challenging to identify the best seating arrangement for your particular event. Start by considering your event goals, the needs of your guests, and the features and limitations of your venue.

Event goals

One of the first things every top event planner does when planning a new event is to define their objectives. 

Think about your event’s goals and objectives and let them guide you toward the perfect seating layout. For example:

• Banquet-style seating is often ideal for high-end corporate dinners and catered non-profit galas. It encourages conversation, helps guests build relationships with other guests, and makes it easy for guests to host and pay for their own tables at nonprofit events.
• For social and networking events, flexible cocktail seating gives your guests a chance to mix, mingle, and make new connections in an informal setting. 
• For corporate events like workshops, business meetings, and training sessions, U-shaped and hollow square setups support learning and equal participation.
• For art or fashion events that include exhibits near the front of the room, cabaret and cluster seating arrangements encourage guests to interact while providing a stronger vantage point of important displays and installations.
• For film screenings, runway shows, sporting events, keynotes, and other large presentations, auditorium seating with clear sightlines is ideal.
• For weddings, team-building events, and celebratory dinners, communal or family-style seating is perfect for fostering a sense of community. 

Remember, if you’re planning a complex, multi-day or multi-session event, it’s best to use different layouts for distinct sessions or needs.

For example:

• Cocktail seating for welcome receptions and mixers.
• Classroom-style seating for small breakout sessions.
• Banquet or family-style seating during luncheon or dinner services.
• Auditorium seating during keynotes, performances, town halls, or awards ceremonies.

Guest list needs

Ask yourself: Will the people on the guest list enjoy this type of seating? The key is to select a seating arrangement that is not only practical, but also provides maximum comfort for your attendees.

With a guest list of older adults, you may want to opt for a banquet-style or family-style layout with assigned seats. For a younger crowd hoping to mingle or business guests planning to network, cocktail seating without assigned seats might make more sense.

Venue features and limitations

The size, floorplan, traffic flow, and architectural features of your venue can influence your options for seating layouts. Some seating layouts take up considerably more space than others, so be sure to think about venue capacity and if the arrangement will make the room look too crowded or too empty.

Here’s what to factor in when arranging seating for a specific venue:

• Dimensions and limitations of individual event spaces within the venue.
• Location of the stage or performance area, ensuring visibility for all guests.
• Location of restrooms, ensuring ease of access.
• Size and space between tables, ensuring guests who use wheelchairs and other mobility devices have adequate clearance.
• Points of egress through which staff and caterers may frequently enter and exit the area, ensuring no disruption to the guest experience.
• Room decor, focal points, and audiovisual requirements (including decorative elements, staging areas, presentation screens, and technical equipment) will impact table placement and guest sightlines.

Should the venue provide seating options on different levels or in different rooms, consider separate seating arrangements to accommodate your guests according to the size, features, and vantage point of each level or room. 

For a catered event with a stage for speakers, VIPs, award recipients, or presenters, you might want to go with family-style tables for those seated on stage and banquet or cabaret-style seating for your other guests.  

Once you’ve determined your event’s seating layout, use the easy zkipster seating chart maker to:

• Upload and expand, rotate, and label seating floorplans
• Create multiple seating charts for the same venue
• Add or edit tables
• Adjust table placements as you assign seats
• Customize seating arrangements

Prioritize guest comfort when planning event seating

Once you’re creating your seating chart, consider the relationships between guests, accessibility needs, and how you’ll designate priority seating for hosts, sponsors, or VIPs.

Guest relationships 

If you know specific guests don’t get along with others, do not seat them near each other. It’s better to group people by common interests and current relationships, avoiding any potential tensions.

Accessibility 

It is a best practice to always integrate your event’s accessible seating with general seating to ensure people who use mobility devices are not relegated to the back. This is equally true for those with visual and auditory disabilities, who will appreciate being seated closer to where speakers and presentations are happening.

For guests who use wheelchairs, leave an empty space at their table rather than placing a dining chair they’ll have to remove. Should a guest be attending with a plus one or helper, seat them together.  

Place people who will speak, present, or accept an award near an aisle or toward the front of the room, where they’ll have easier access to the podium or stage. Seat elderly people and people with mobility issues closer to restrooms and exits. 

Consider your seating layout in relation to your bar, if your event has one. For example, at a wedding, it makes more sense to seat guests of legal drinking age closer to the bar than families with small children or elderly relatives who do not drink.

Priority seating 

Hosts, sponsors, donors, VIPs, and high-profile guests should always have the best seats in the house. This may include anyone who is presenting, speaking, entertaining, accepting an award, sponsoring the event, or has close ties with your client and stakeholders.

Seating for guests who didn’t RSVP

If your event will have assigned seats, think about how you can accommodate late RSVPs or guests who show up without an RSVP, and requests for seat changes during the event. Reserve 10-15% extra seating capacity in flexible areas that can be quickly reconfigured, such as cocktail-style seating near the back or sides of the venue.

Where possible, you can also designate space at tables with friendly, outgoing guests who can easily welcome unexpected attendees and help them feel included. Position these backup seating areas with good sightlines to the main event activities, so late arrivals don't feel like they're getting second-class treatment.

Read about: Everything you need to know about event planning

Use event management software to create the ultimate seating chart  

Deciding where everyone should sit at an event can take time, but event management software — complete with seating chart templates and customizable floorplans — makes it simpler than ever.

Take advantage of the zkipster seating chart feature to place tables where you want them, assign seats to individual guests by dragging and dropping or automatically seating guests in bulk, create multiple seating plans for multi-venue events, and more. 

The web version of zkipster makes it easy to build large-scale, complex seating charts in collaboration with your entire team, while the zkipster app is perfect for making real-time, last-minute adjustments on the big day. You can also easily view any guest’s seating arrangement in the app and set up automated check-in messages to send seating details to guests as they check in.

The right seating arrangement can take an event to the next level, but the wrong one can jeopardize its success.

To meet your event goals and make every guest feel welcome from the moment they enter the space, the best event planners always know how to design seating charts, floorplans, and table assignments designed with guests’ comfort in mind. 

Up next: 9 event planning websites and resources to bookmark today

Header image: Parrish Art Museum Midsummer Gala 2025 in Water Mill, New York. Photo by Matt Borkowski / BFA.com ⓒ BFA 2025