Setting up tabled events – Vanco Events

Indicating that your event has tabled seating is controlled by the Section/s on your event. Typically, a section with the Allocation Type set to Space rather then Seat is required. There are a number of options for setting up tabled events on Vanco Events. The method you choose will depend on your patrons and the needs of the specific event.

If setting up a ticket to purchase a whole table, be sure to select Group Ticket, and enter the number of seats on a table in the Good For field. This will ensure that your capacity is reflected correctly when a table ticket is purchased, all attendee details are captured and a ticket per person is issued.

This article will cover:

Option 1: You assign the attendees to a table
Option 2: The customer selects their table
Option 3: Cabaret Seating
Uploading a floorplan image

Option 1: You assign the attendees to a table

This is our simplest setup option, allowing your attendees to book, pay and inform you about any special requests (such as attendee name, table group requests or special dietary requirements) at the time of booking.

Table assignment is managed by yourselves externally from Vanco Events. However, you will be able to use the Export Data Report to assist you with the assignment.

An example of how this setup looks from the customer's point of view can be viewed via Tabled Event (Demo): Option 1.

The advantages of this method:

Simple for your attendees to book
Quick to set up
More welcoming for your attendees that may not know others at the event or don't wish to book a whole table
You're in control of who is seated on each table. This can be beneficial for stakeholders and networking opportunities

To set up Option 1:

From the Dashboard, click Create an event
Complete Step 1: Event Details, then click Next: Venue Details
Select Create New Venue, and enter in the name of the venue, along with the address
Select Space for Allocation Type, and enter the total number of attendees for your event
Click Next: Session Times
Complete Step 3: Session Times, then click Next: Create Tickets
If there is a cost for attending the event, select Paid. Click Create Ticket, to add the cost for an individual ticket. Repeat should you wish to also sell a Table ticket
Click Next: Add Images
Complete Step 5: Add Images should you wish to add images to your event at this stage
Click Create Event

With your event now created, click Event Dashboard and proceed to Custom Forms to add questions for collecting attendees names, dietary requirements and any other information you need from your attendees.

To assist you in arranging tables and grouping bookings, we recommend that having a custom form question, set at Once per Booking, to collect appropriate data for this purpose eg. Seating Requests, Year Level or Team Name etc.

Option 2: The customer selects their table

This option allows your customer to select which table they and their guests wish to be seated. This can save you time in the crucial hours leading up to the event, as you will no longer need to draw up seating plans. It will provide the attendee with their table number/name on their ticket, allowing for speedy entry into the event.

An example of how this setup looks from the customer's point of view can be viewed via Tabled Event (DEMO): Option 2.

Advantages of this method:

The customer is responsible for where they and their guests are seated. This can see a reduction in inquires relating to the location and seating arrangements of their party
Saves you time in the hours leading up to your event
Attendees will know what table they are seated at prior to arrival, allowing for them to be seated quickly

To set up Option 2:

From the Dashboard, click Create an event
Complete Step 1: Event Details, then click Next: Venue Details
Select Create New Venue, and enter in the name of the venue, along with the address
Select Tabled Seating for Allocation Type, and enter the total number of tables, and how many Seats you have per table
Click Next: Session Times
Complete Step 3: Session Times, then click Next: Create Tickets
If there is a cost for attending the event, select Paid. Click Create Ticket, to add the cost for an individual ticket. Repeat should you wish to also sell a Table ticket
Click Next: Add Images
Complete Step 5: Add Images should you wish to add images to your event at this stage
Click Create Event, and then Event Dashboard

With your tables now entered, proceed to Custom Forms to add questions for collecting attendees names, dietary requirements and any other information you need from your attendees.

You may also wish to upload a image of the table layout in the venue to aid your customer in their table selection. Please see: Providing a floor plan to the customer

Sections are displayed in alpha and numeric order. You will notice that tables 1 - 9 will have a zero in front eg. Table 01, Table 02 etc. This ensures that they are displayed in the correct order.

Option 3: Cabaret Seating

This option should only be used if you require the customer to select a seat number around the table, and you are numbering each physical seat at the event. Generally, this style of seating is used for shows and performances that have food & beverage table service.

An example of how this setup looks from the customer's point of view can be viewed via Cabaret Seating (DEMO).

To set up Option 3:

From the Dashboard, click Create an event
Complete Step 1: Event Details, then click Next: Venue Details
Select Create New Venue, and enter in the name of the venue, along with the address
Select SEAT for Allocation Type
- Number of rows: enter 1
- Number of seats per row: enter the number of seats around 1 table eg. if your table seats 10, enter 10
Click Next: Session Times
Complete Step 3: Session Times, then click Next: Create Tickets
If there is a cost for attending the event, select Paid. Click Create Ticket, to add the cost for an individual ticket. Repeat should you wish to also sell a Table ticket
Click Next: Add Images
Complete Step 5: Add Images should you wish to add images to your event at this stage
Click Create Event, and then Event Dashboard
From the left menu, go to Seat/Space, under Allocation
Click Edit Seating Plan, and change the Row Name to SEAT, Save and Close
Click Edit Stage, and replace the stage image with an image of the table with the seat numbers indicated on the chair, or with text that describes where seat 1 starts on the table eg. Refer to the image above for seat location on table. Click Update
From the left menu, go to Sections, under Allocation
Click Section 1, and change the Section Name to be the name of your first table (eg Table 01), click Save then Back
Click Add New Section, then Next
- Section Name: enter the name of your second table (eg Table 02)
- Description: Not mandatory, but can be used to aid your customer with their table selection
- Copy Settings From: Select your first table (eg. Table 01)
Click Create Section. Repeat until all tables are entered

Sections are displayed in alpha and numeric order. Should you have 10 or more tables, be sure to place a zero in front of the number for tables 1-9 eg. Table 01, Table 02 etc. This will ensure that they stay in numeric order.

Uploading a floorplan image

Your venue should be able to provide you with a floorplan image that illustrates the table layout at the venue. Uploading this image into your Vanco Events event is only suitable should you be using setup Option 2 or 3 (detailed above). It can help aid the customer in choosing a particular table to book.

There are two options for where you can upload this image; the Header and the Floorplan Button.

Area	Description	File Type	Maximum file size
Header	Will display above the first table. Present to the ticket buyer without the need for clicking through to an image	jpeg, png, or gif	200kb
Floorplan Button	Enables a View Floorplan Button above the sections listing the tables. The ticket buyer can then click to view the floorplan image in a pop-up window	jpeg, png, or gif	200kb

To be uploaded an image in the Header of your first table:

From the left menu, click on Sections under Allocation
Click on the name of your first Section eg. Table 01, and proceed to the Header tab
In the header editor, place your cursor where you wish to insert the image
Click on the toolbar to bring up the image inserter
In the Upload tab, click choose file
Select the desired image file from your computer, click Open
Click Add image to your page
Adjust the image properties if need be, click OK
Click Save