Overview
In Gevme, seating plans are managed by the organizer, who assigns seats to attendees in a controlled manner. This guide provides a comprehensive overview of creating SVG seating plans and managing seating in Gevme.
Enable Seating Management Module
The seating management feature is an add-on. Please contact Support at cs.reg@gevme.com or your Gevme Account Manager at sales@gevme.com to inquire about the quotation.
Once enabled for your organization, locate the module under Event Settings / Seating Management
Seating Management Flow
By following these guidelines, you can efficiently create, upload, and manage seating plans within Gevme.
A. Create Source File (Download Details Guide)
You may download the guide and share with your designer
OR prepare your layout in simple MS Doc or Excel, and engage Gevme for this svg file creation. This comes with additional charges.
1. Create SVG from the Seating Layout
Set Up Documents
- Start with a new document SVG_v1 in Sketch App or Adobe Illustrator.
- Set appropriate dimensions for your seating plan.
- Organize elements using layers.
Design and Group Elements
- Use shapes (rectangles, circles) to represent seats, tables, and other elements like stages, doors, and pillars.
- Use text elements to label these shapes but avoid placing text within the shapes. Instead, position labels outside to accommodate attendee information.
- Group similar elements, such as all seats or all miscellaneous shapes, to maintain an organized structure.
2. Add Class to <g> Tags
Adding Class
- Assign class="seats" to every <g> tag representing seats.
- Save the file as SVG_v2.
3. Add Data Labels
Data Labeling
- Open the SVG file in an editor like Sublime Text or a browser.
- Inspect each seat element, add a data label (e.g., data-label="R1-24" for Row 1, Seat 24).
- Save the file with data labels as SVG_v3.
4. Adjust Transform Values
Remove Transform Attributes
- For <rect> tags, adjust the x and y values directly in the SVG file by calculating new positions based on the original transform values.
- Use Excel to manipulate the data: split lines into columns, add new x and y columns, and rejoin them with appropriate formatting.
- Remove the transform after adding the values to the x&y.
Text Tags Adjustment
- For <text> tags, remove leading spaces, join lines, and split into rows in Excel.
- Adjust as needed and save as SVG_v4.
5. Sample SVG file
Sample SVG files for reference are attached at the end of this article.
B. Upload SVG in Gevme
Go to your event in Gevme and upload the SVG file.
Name the seating plan and initiate the import process. If the plan contains thousands of seats, the import may take around 10 seconds to complete, so please allow some time for it to load.
C. Configure Seat Labels in Attendee Grid
Go to Forms/Admin Form / Customize
Create a Single Line Text field named seating_seat_label.
Set this field to Read Only to prevent discrepancies between the seating module and attendee records.
D. Seat Management in Gevme
Now that the file has been successfully uploaded and the seat label field has been properly configured, you can start assigning attendees to seats.
1. Navigate the Seating Plan
A list of attendees are presented on the left. These actions can be done in this view:
- You may import/export attendees and seats (Only seat number and attendee id)
- Select seats in the dropdown and assign to attendees directly.
The seating plan is on the right. Here is some helpful legends:
[+] Zoom in
[-] Zoom out
[Aa] Show names on the seat
[X] Exit the View
2. Assigning Attendees to Seats
Seats can be assigned via drag-and-drop, dropdown selection, or bulk assignment using CSV files.
An assigned seat will be displayed in ‘grey’ highlighting the seat on the seating plan.
Drag-and-Drop Click and hold on the name of unassigned attendee, drag into the ‘Seat’ box of the seat plan |  |
| Attendee ‘Seat No’ selection Click and hold on the name of unassigned attendee, drag into the ‘Seat’ box of the seat plan |  |
| Import / Export Seat No. data The import and export in the seating plan, will use the 2 fields: - Seat Number - Attendee ID Export the list to .csv, and it will have the whole list of Seat numbers & the Attendee ID the seat is assigned to. When doing a bulk update, the Attendee ID can be filled in for each of the Seat No and import the .csv back into the seating plan. |  |
2. Replacing Seats
You may replace an attendee s’ seat with another preoccupied seat. A pop-up notification will be prompted to validate.
| Swap Seats Select the “swap it with Attendee 2” option to update both attendees s’ seat numbers |  |
| Replace Seat Attendee 2 ‘Seat No’ will be updated with Attendee 1’s ‘Seat No’ Attendee 1 will be unassigned and does not have any seat. |  |
3. Unassigning Seats
You may remove an Attendees’ seat from an existing allocation. There are 2 options to unassign a seat.
A unassigned seat will be displayed in ‘white’ on the seating plan.
| Unassign from Attendees Select “ - “ to unassign the seat from an Attendee |  |
| Unassign from Seating Plan Click on the ‘Unassign’ button on the original assigned seat |  |
E. Verify Assigned Seats in the Attendee Grid
This step will show the seat number allocated to the Attendee in the Attendee grid.
Note: Editing the seat number under the Attendee data will not update it on the seating plan, All changes to the seats has to be done from the Seating Management feature.
Go to Attendees Tab, add Seat Number Field (following the label that you have created in the Admin Form) and Apply.
Verify in the Attendee Data that the Seat Number are well populated following your assignment.
