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Download InviteBird seating charts, place cards and table signs

Export your InviteBird seating plan as a PDF or CSV, print place cards and table-number signs, and download a Find Your Seat QR sign for guests.

Last reviewed 5 min read

On this page11 sections
  1. Seating chart (venue brief)
  2. Welcome-table list (A to Z)
  3. Place cards (4 per page)
  4. Names in other scripts
  5. Table-number signs
  6. Seating spreadsheet (CSV)
  7. Check-in roster
  8. Find Your Seat QR sign
  9. A quick workflow
  10. Common questions
  11. Related articles

To download your InviteBird seating chart, open Seating → Find your seat → Venue handoff and choose Download seating PDF. The same card offers a welcome-table list, place cards, table-number signs, a seating spreadsheet, and a Find Your Seat QR sign, with live counts of seated guests, unassigned guests and tables.

Before printing, check your guest assignments and table names and capacities. The downloads are generated from the plan you have at that moment.

Seating chart (venue brief)

Download seating PDF produces a polished seating chart. It lists each guest once, grouped by table in the same order as your tables, with their meal and any dietary note. Each table's heading shows how many guests are seated and how many seats it has. Guests without a table are listed last under Unassigned, and tables with nobody at them are named on one closing line, Tables with nobody seated yet. Guests who said no aren't listed. It's built for the people running the day — hand it to the venue or planner so they know exactly who sits where and what each guest is eating.

Welcome-table list (A to Z)

Welcome-table list (A to Z) lists every guest by last name with their table, in big print — made for the table where people arrive and ask where to sit. Guests who don't have a table yet read Ask the host. Guests who said no, and unnamed additional guests, aren't listed.

Place cards (4 per page)

Place cards prints a landscape sheet with four cards per page and a dashed cut-cross showing where to cut. There's one card per guest — the main guest and each additional guest each get their own — showing:

  • the guest's name (additional guests read guest of [host]),
  • their table (or To be assigned if they aren't seated yet),
  • their meal, when they've chosen one.

Cards are in table order, then by last name, with guests who have no table last. Guests who said no don't get a card. Print, cut along the guides, and set one at each place. If you print before everyone's seated, the not-yet-seated cards say To be assigned — when you've seated them, use Only the N guests without a table under the Place cards button to print just those cards.

Names in other scripts

Names in Arabic, Persian and Urdu print correctly on the chart, welcome-table list, place cards and table signs. Names in Hebrew, Hindi, Thai and a few other scripts can't be drawn yet and print as a label like [Hebrew]. If you have any, an amber note on the Seating card lists them before you download, so you can write them in by hand.

Table-number signs

Table number signs prints one portrait sign per table, in your table order, styled with your invitation's background art. A table named Table 5 prints as a bold "5"; a table named something like Head Table prints the words. Stand one on each table so guests can find the number that matches their place card or their phone lookup.

Seating spreadsheet (CSV)

Seating chart spreadsheet (CSV) gives you the name, party and table for each person, to open in Excel or Google Sheets or hand to your venue. Tables are in your table order, and guests without a table read Not seated yet.

Check-in roster

The Check-in roster (a printable guest list with tick boxes, from your PDF downloads) has a Table column, so whoever holds it at the door can say where to go.

Find Your Seat QR sign

"Find your seat" sign (QR) is a printable sign with a QR code that points to your guest seat-finder. Post it at the entrance: guests scan it, type their name, and see their table in seconds — no app, no login. The lookup always reflects your latest plan, so last-minute moves are covered without reprinting anything, and it follows your When can guests see their table? setting. If your event has a password, the sign notes that guests need it after they scan. See Find Your Seat for guests.

A quick workflow

  1. Build tables and seat guests (see Creating tables and Assigning guests to tables).
  2. Download the seating chart and share it with your venue or planner.
  3. Print the welcome-table list, place cards and table-number signs a day or two out, once RSVPs are firm.
  4. Post the Find Your Seat QR sign at the door for anyone who forgets their table.

Common questions

Can I print place cards before everyone is seated? Yes. Unseated guests print with To be assigned. Seat the rest and reprint whichever cards changed, or print just the guests without a table — the sheet fills four to a page.

Do the table signs use my invitation's design? Yes. Each sign is filled with your invitation's background art, with the table number or name laid over it for contrast.

What if I move guests after printing the chart? Reprint the seating chart for the venue, and lean on the Find Your Seat QR sign at the door — the guest lookup is always live, so it reflects moves instantly even if a printed sheet is out of date.

Who can download these? The event's host and co-hosts. They're generated from your live plan each time you download, so they always match what's on your board.

Where's the caterer's meal list? That's a separate export in the Food & menu section — a caterer brief grouped by meal. See Meal counts and catering exports.

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