Free template
Banquet Seating Chart Template with Meal Choices
A free banquet seating chart template that tracks every guest by table and seat with meal choices and allergies, rolled up into kitchen counts and place cards.
By Tim Lenahan, Founder, Bubs · Updated
This banquet seating chart template tracks every guest by table and seat with their meal selection and dietary needs, then rolls those selections up into the counts the kitchen needs. It's built for plated dinners at private clubs, such as member-guest dinners, weddings, awards banquets and holiday parties, where the server needs to know which entrée goes to which seat without asking. Copy the tables into a spreadsheet or document, replace the example guests, and keep the meal codes consistent from the RSVP to the place card.
Pair it with the BEO template; the counts from this chart are the menu counts on the BEO. For the full process, see banquet seating with meal selections.
How to use the template
- Set the meal codes in the key below and put them on the invitation or RSVP form.
- Build the table plan: tables, their shape, and seats per table.
- Number the seats with one convention for the whole room.
- Fill in the seating chart as RSVPs arrive: one row per seat.
- Roll up the counts by table and for the event.
- Produce the outputs: place cards with meal markers, the server's table sheets and the kitchen's counts.
- Re-issue after every change with a revision number and date.
Meal code key
Use short, unmistakable codes. Put them on the place card, the server sheet and the kitchen count.
| Code | Selection | Place card marker (example) |
|---|---|---|
| F | Filet, potato purée, asparagus | Red dot |
| S | Salmon, wild rice, haricots verts | Blue dot |
| V | Mushroom risotto (vegetarian) | Green dot |
| VG | Vegan risotto (no butter or cheese) | Green dot with "VG" |
| K | Children's chicken and vegetables | Yellow dot |
For filet, add the temperature to the seating chart and the place card (for example "F-MR" for medium rare), or cook to a single temperature and say so on the invitation.
Seat numbering convention
Pick one convention for the room and tell every server:
- Seat 1 is the seat with its back to a fixed reference point, such as the stage, the head table or the main entrance.
- Seats are numbered clockwise from seat 1.
- Tables are numbered from the front of the room to the back, left to right as seen from the entrance, with the head table as table 1 or "H".
A consistent convention lets servers deliver the correct entrée to each seat without auctioning plates ("Who had the salmon?").
The table plan
| Table | Shape and size | Seats | Location | Notes |
|---|---|---|---|---|
| H | Rectangle | 8 | Front, facing the room | Host and family |
| 1 | Round | 8 | Front left | |
| 2 | Round | 8 | Front center | Near the riser |
| 3 | Round | 8 | Front right | Wheelchair access; seat 4 left open |
| 4 | Round | 8 | Middle left | |
| 5 | Round | 8 | Middle center |
As a common planning figure, a 60-inch round seats 8 comfortably and a 72-inch round seats 10. Leave enough space between tables for servers carrying trays and for guests to push chairs back, and keep clear paths to exits and the kitchen door. Check the room's posted occupancy limit and any local aisle requirements before finalizing the plan.
The seating chart
One row per seat. The example shows the head table and two guest tables.
| Table | Seat | Guest | Member or guest of | Meal | Dietary or allergy | Notes |
|---|---|---|---|---|---|---|
| H | 1 | J. Harlow | Member (host) | F-MR | Speaker; microphone at seat | |
| H | 2 | A. Harlow | Member (host) | S | ||
| H | 3 | M. Bennett | Guest of J. Harlow | F-M | ||
| H | 4 | C. Bennett | Guest of J. Harlow | V | ||
| H | 5 | R. Harlow | Member | F-MR | ||
| H | 6 | L. Harlow | Guest of R. Harlow | S | Shellfish allergy | No crab cakes |
| H | 7 | T. Ames | Guest of J. Harlow | F-M | ||
| H | 8 | P. Ames | Guest of J. Harlow | S | ||
| 1 | 1 | D. Cole | Member | S | ||
| 1 | 2 | E. Cole | Member | F-MR | ||
| 1 | 3 | G. Price | Guest of D. Cole | V | Celiac | Gluten-free bread and dessert |
| 1 | 4 | H. Price | Guest of D. Cole | F-M | ||
| 1 | 5 | K. Lin | Member | F-MR | ||
| 1 | 6 | N. Lin | Member | S | Tree nut allergy | Kitchen to confirm every component |
| 1 | 7 | O. Reyes | Guest of K. Lin | F-MW | ||
| 1 | 8 | Q. Reyes | Guest of K. Lin | S | ||
| 2 | 1 | S. Grant | Member | F-M | High chair between seats 2 and 3 | |
| 2 | 2 | U. Grant | Member | V | ||
| 2 | 3 | W. Grant | Child | K | ||
| 2 | 4 | Y. Grant | Child | K | ||
| 2 | 5 | Z. Moore | Guest of S. Grant | VG | Vegan | Fruit plate for dessert |
| 2 | 6 | B. Moore | Guest of S. Grant | F-MR | ||
| 2 | 7 | Open | Hold for late RSVP | |||
| 2 | 8 | Open | Hold for late RSVP |
Counts by table
Roll up each table so servers can check their tray before they leave the kitchen.
| Table | F | S | V | VG | K | Open | Total seated |
|---|---|---|---|---|---|---|---|
| H | 4 | 3 | 1 | 0 | 0 | 0 | 8 |
| 1 | 4 | 3 | 1 | 0 | 0 | 0 | 8 |
| 2 | 2 | 0 | 1 | 1 | 2 | 2 | 6 |
| Total (example tables) | 10 | 6 | 3 | 1 | 2 | 2 | 22 |
For filet, add a temperature breakdown for the kitchen:
| Temperature | Count |
|---|---|
| Medium rare (MR) | 5 |
| Medium (M) | 4 |
| Medium well (MW) | 1 |
| Total filet | 10 |
Event totals for the kitchen and the BEO
When the chart is complete, total every table. These are the numbers on the BEO menu.
| Selection | Count |
|---|---|
| F — Filet | |
| S — Salmon | |
| V — Vegetarian risotto | |
| VG — Vegan risotto | |
| K — Children's meal | |
| Total meals | |
| Guaranteed count | |
| Set count |
Entrée counts should add up to the number of seated guests. If they don't, a seat is missing a selection. The guaranteed count is what the client is billed for; the set count is how many places are laid.
Dietary and allergy summary
Pull every dietary requirement into one list for the chef and the banquet captain.
| Table | Seat | Guest | Requirement | Substitution | Confirmed by kitchen |
|---|---|---|---|---|---|
| H | 6 | L. Harlow | Shellfish allergy | No crab cakes at reception | ☐ |
| 1 | 3 | G. Price | Celiac | Gluten-free bread and dessert | ☐ |
| 1 | 6 | N. Lin | Tree nut allergy | Check all components | ☐ |
| 2 | 5 | Z. Moore | Vegan | Vegan risotto; fruit plate | ☐ |
Outputs from the chart
Place cards
Each place card shows the guest's name, the table number and the meal marker. Escort cards at the entrance can show name and table; place cards at the seat show name and meal marker.
Server table sheets
Give each server a sheet for their tables: seat number, guest name, meal code with temperature, and dietary notes. Servers check the sheet against the plates on their tray before leaving the kitchen.
Kitchen counts
The chef needs totals by selection and temperature, the dietary list, and the timing of each course from the BEO.
Handling late changes
- Late RSVPs: fill open seats first; update the table counts and the event totals.
- Meal changes: update the chart, the place card and the counts together, then re-issue.
- Table moves: move the whole row, including meal and dietary notes, never just the name.
- After the guarantee deadline: changes may be limited by the club's policy; note them on the BEO revision.
Put the revision number and date at the top of every copy, and collect superseded copies at the pre-shift meeting.
Seating chart checklist
- Meal codes on the invitation or RSVP form
- Table plan with shapes, seats and locations
- Seat numbering convention shared with servers
- Every seated guest has a meal code (and temperature where needed)
- Dietary list confirmed by the kitchen
- Table counts and event totals match the BEO
- Place cards printed with meal markers
- Server table sheets printed
- Revision number on every copy
Bubs events builds floor plans with tables and seats, assigns meal selections per seat, and produces chef counts, place cards and allergy reports from the same data, so a change at one seat updates everything downstream. See also banquet event order.