Quick start guide

Top  Previous  Next

This page gives you instructions to get you started using PerfectTablePlan quickly. If you want step-by-step instructions please go to the Tutorial.

Note that you can easily switch between this Help window and the PerfectTablePlan Main window using Alt+Tab keys on the keyboard (hold down the Alt key and press Tab until you get the window you want).

There are 5 simple steps to creating a table plan:

1.Add guests.
2.Define who should sit near (or not near) whom.
3.Add tables.
4.Assign guests to seats.
5.Output results.

These 5 steps correspond to the 5 Task tool bar buttons.

flowarrow1_32

flowarrow2_32

flowarrow3_32

flowarrow4_32

flowarrow5_32

When one of these buttons is pressed you will only be able to see the panes and tool bar buttons appropriate to that task.

Ensure View>User interface>Basic is selected so that the Task tool bar is visible.

flowarrow1_32 1. Add guests

Click on the flowarrow1_16 button in the Task tool bar, if it isn't already selected.

Guests can be added as individuals, couples, families or groups using Insert>unknown_adult_16Single guest, Insert>couple_16Guest couple, Insert>family_16Guest family, Insert>group_16Guest group or the equivalent Insert tool bar buttons. You can add everyone as individuals, but it saves time to add them as couples, families and groups, where appropriate.

Each guest has the following properties:

Property

Meaning

Title

The guest's title.

First name

The guest's first (given) name.

Last name

The guest's last (family) name.

Display name

The name you wish to display for the guest (which may include qualifications, job title and other information).

Gender

Whether the guest is male or female.

Age

Whether the guest is an adult or a child.

Meal

The guest's choice of meal (separate by commas if there is a choice in more than one course).

Special req

Any special requirements the guest has, e.g. diabetic or in a wheelchair (separated by commas if there more than one special requirement).

Notes

Information not recorded elsewhere.

VIP

Used to mark a Very Important Person; for a wedding this may be a member of the wedding party, for a conference it may be a keynote speaker and for a business lunch it may be a table sponsor.

RSVP

Whether the guest has been sent an invitation and whether they have accepted, declined or accepted then cancelled.

Most of this information is optional, but a guest must have at least a first name or a last name. Guests are shown in bold if they have not been assigned a seat.

In addition, every guest is a member of a group (even single guests belong to their own group). Each group has optional contact details and notes. Each group only has one set of contact details, so generally you should assign people to a group if they have the same contact address (e.g. a couple or representatives from the same company). You can easily drag guests from one group to another in the couple_16Groups pane.

If you already have guest data (for example as vCards, in a spreadsheet, text file or address book) you can import it using File>impt_16 Import.... See Importing data for more information.

You can also quickly create a guest list using the Insert>scratchpad_16Guests scratch-pad or the equivalent Insert tool bar button. This allows you to enter one guest/couple/family/group per line in free text format.

Once you have entered a guest's details you can change their properties later by selecting them and then choosing Edit>edit_16Properties or the equivalent Main tool bar button.

Click on the appropriate column headers in the unknown_adult_16Guests pane to sort the guests by first name, last name etc. You can also see how guests are grouped in the couple_16Groups pane.

You can enter general information about your event using File>info_16Information... and check the number of attendees and cost using File>numbers_and_budget_16Numbers and budget....

You should now make sure you save your plan using File>save_16Save or the equivalent Main tool bar button. You will be asked to provide a name for the new plan file.

flowarrow2_32 2. Define who should sit near who

Click on the flowarrow2_16 button in the Task tool bar.

You may want to have some guests sitting close to each other (for example couples, friends and people who you think might be compatible) and some sitting far apart (for example divorced couples). The automatic assignment function will take account of proximity when it decides where to place guests.

Proximity

Icon

Meaning

Next to

heart_32

should be placed next to each other

Near to

smile_32

should be placed next to or on the same table

Neutral

 

no preference

Not next to

sad_32

should not be placed next to and preferably not on same table

Not near to

skull_32

should not be placed on the same table

If you add guests using Insert>couple_16Guest couple, Insert>family_16Guest family or Insert>group_16Guest group a sensible default value will be set for their proximity. However you can change the proximity so that members of a group are not sat together.

You can view and edit the proximity of guests in the heart_16Proximity pane. Just click on the appropriate drop-down menu in the table to change the proximity. Note that the table is symmetric - if you change the proximity for column A and row B the proximity for row A and column B will change to match.

If you want to set the proximity for a number of guests, select them all in the unknown_adult_16Guests pane (using Shift+click or Ctrl+Click) and then select the appropriate proximity from Edit>Proximity (you must select more than one guest). Alternatively click on a group in the couple_16Groups pane and select the appropriate proximity from Edit>Proximity. You will need to click on the flowarrow1_16 button to show the unknown_adult_16Guests pane.

flowarrow3_32 3. Add tables

Click on the flowarrow3_16 button in the Task tool bar.

Tables can be added using Insert>table_circular_16Circular table, Insert>table_square_16Rectangular table, Insert>table_banquet_16Banquet table, Insert>table_head_16Head table, Insert>table_semicircular_16Semi-circular table, Insert>table_custom_16Custom table, Insert>table_seats_16Row of seats or the equivalent Insert tool bar button. The types of table are:

 

Table

Icon

Meaning

Rectangular

table_square_32

a rectangular or square table with seats on four sides

Banquet

table_banquet_32

a long table with seats on two sides

Head

table_head_32

a long table with seats on only one side, for example a head (top) table at a wedding or banquet

Custom

table_custom_32

a rectangular or square table with potentially different numbers of seats on each of the 4 sides

Circular

table_circular_32

a circular table with seats all around it

Semi-circular

table_semicircular_32

a semi-circular table with seats around the straight side and/or curved sides

Oval

table_oval_32

an elliptical table with seats all around it

Row of seats

table_seats_32

a row of seats (no table)

Each table has the following properties:

Property

Meaning

Name

The name displayed for the table. The default name is "Table 1" , "Table 2" etc, but you can set any name.

Shape

See above.

Angle

The rotation angle of the table in the floorplan_16Floor plan and table_circular_16Table plan panes.

Colour

The colour of the table in the floorplan_16Floor plan and table_circular_16Table plan panes. This overrides any colour set for the pane.

Seats

The number of seats for the table.

Size

The size of the table. Check the auto check box to size the table automatically (according to the seat size and the number of seats).

VIP

Check the box to designate a VIP table. The automatic seat assignment attempts to assign VIP guests to VIP tables.

Notes

Used to record useful information not recorded elsewhere

The Create field allows you to add more than one table at a time.

Once you have created a table you can change any of its properties (including the name and shape) by selecting it and then choosing Edit>edit_16Properties or the equivalent Main tool bar button.

You should make sure that you have enough seats for all your guests. You can see how many seats and guests you have at any time by looking in the Status bar at the bottom of the Main window.

ptp002

New tables will be placed in an empty space near the centre of the floorplan_16Floor plan pane. You can move tables in the floorplan_16Floor plan by dragging them (left click on the centre of a table, hold down the left mouse button and drag to the appropriate position). You can zoom in and out of the floorplan_16Floor plan using the zoomi_16 and zoomo_16 buttons, or zoom so all tables are visible using the zoom_16 button. When you are zoomed in you can move around the floorplan_16Floor plan by dragging the background (the cursor will change to a hand) or clicking on the scroll bars. You can change the size of the floor plan using the ruler_16 button.

Use the shape_16Insert shape and add_text_16Insert text buttons to add shapes and text to the floorplan_16Floor plan pane. Shapes can be used to represent dance floors, stages, walls and other features of your floor plan. Text can be used for titles, headers and footers.

Rotate a table, shape or text 45 degrees clockwise by clicking the rotate_16Rotate button.

Move a table, shape or text behind (under) another by clicking the move_to_back_16Move to back button.

You can also view one table at a time in the table_circular_16Table plan pane. Use the nav_first_16 nav_prev_16 nav_next_16 nav_last_16 navigation buttons to change table.

Save your plan using File>save_16 Save.

flowarrow4_32 4. Assign guests to seats

Click on the flowarrow4_16 button in the Task tool bar.

Once you have entered guest details and added tables, you can assign seats automatically or using drag and drop. You will often need a combination of both for best results.

If you have people that you definitely want to sit in certain seats (for example the wedding party or VIP guests) you can assign their seats manually. Drag these guests or groups from the unknown_adult_16Guests or couple_16Groups pane to the appropriate table or seats in either the floorplan_16Floor plan, table_circular_16Table plan or scematic_16Schematic panes. To drag a guest or group left click, hold down the mouse button and drag to the appropriate seat (select more than one guest/group by using Shift+click or Ctrl+click). Drag a whole group by holding down the Shift key when you start to drag a member of that group. Make sure the unknown_adult_16Guests or couple_16Groups pane is set to drag and drop mode.

drag_and_drop

You can 'lock' guests to stop the automatic seat assignment moving them later. Lock them in place by selecting the guests, for example in the unknown_adult_16Guests or floorplan_16Floor plan pane, and choosing Edit>Locked (you can also select a table and lock all the guests on it).

The rest of the guests can now be assigned to the remaining seats automatically by selecting File>wand_16Auto assign seats or the equivalent Main tool bar button. If you have a large table plan (200+ guests) you may need to increase the amount of time allowed for the automatic assignment in the prefs_16Preferences window.

The automatic assignment will try to find the best seating assignment using a scoring approach. The scoring takes account of:

guest proximity
alternating genders (if selected in the prefs_16Preferences window)
seating VIPs on VIP tables
not seating guests on their own
VIPs score higher than guests who aren't VIPs

You can halt the automatic assignment at any time by pressing the Stop button. The best solution so far will be kept. If you don't like the changes you can select Edit>undo_16Undo to undo the change.

You can reassign guests by dragging and dropping them in the floorplan_16Floor plan, table_circular_16Table plan or scematic_16Schematic panes to fine-tune the seat assignments. You can also change proximities and re-run the automatic assignment as often as you like.

You can see how good your seat assignment is by looking at the scores in the scematic_16Schematic pane (check show scores, positive scores are good, negative scores are bad) or by holding down the proximity buttons at the top of the floorplan_16Floor plan or table_circular_16Table plan panes. For example the thunderbolt button will show you any non-ideal positioning (such as guests with proximity heart_16 who aren't sat next to each other). To see these proximity buttons you will need to click on the more_button_50_pc button in the floorplan_16Floor plan or table_circular_16Table plan pane. Obviously, what makes a good table plan is hard to fully define in mathematical terms, but the score will usually give a fair indication.

Use the table_chart_16Table chart pane to see your plan ordered by table.

Use the guest_chart_16Guest chart pane to see your plan ordered by guest last name.

Use the stats_16Statistics pane to see some statistics about your plan.

At any time you can unassign a guest from their seat by choosing Edit>Unassign or dragging them on to the background in the floorplan_16Floor plan or table_circular_16Table plan pane. You can select multiple guests for unassigning (except in the floorplan_16Floor plan or table_circular_16Table plan pane) by using Shift+click or Ctrl +Click.

flowarrow5_32 5. Output

Click on the flowarrow5_16 button in the Task tool bar.

When you are happy with your table plan you can print off the floorplan_16Floor plan , table_circular_16Table plan, table_chart_16Table chart, guest_chart_16Guest chart, stationery_16Stationery and/orstats_16Statistics panes using File>print_16Print or the equivalent Main tool bar button.

From the stationery_16Stationery pane you can print invitations, place cards, escort cards, labels and other stationery. You can easily merge guest names and addresses and other details into stationery items using substitution text.

You can order a digital poster print or place cards using File>order_print_16Posters and cards.

You can export your plan to another application using File>exp_16Export.

Copy the contents of the floorplan_16Floor plan , table_circular_16Table plan, table_chart_16Table chart, guest_chart_16Guest chart and/orstats_16Statistics panes into the clipboard using Edit>copy_16Copy. Copy the contents of the table_chart_16Table chart or guest_chart_16Guest chart panes into Microsoft Word by clicking the msword_16 button at the top of the pane. You must have Microsoft Word installed.

Make sure you save your plan using File>save_16Save before exiting.

If you want to try laying out a more realistic table plan, try loading one of the sample plans supplied with PerfectTablePlan.

If you are confident in your abilities you may wish to change to the expert user interface by selecting View>User interface>Expert.

This completes the quick start guide.

See also:

Frequently Asked Questions

Tutorial

Movies

How do I?