Getting participants to the right table at the right time sounds simple — until you’re dealing with multiple rounds, last-minute changes, or group formats. If you’re running a basic setup, a quick explanation might be enough. But if things get more complex, here are a few smart ways to guide your attendees — clearly and effortlessly.
Manual Mode: Just Tell Them the Rules
For small, in-person events, sometimes the simplest way is the best way. No apps, no printouts — just a quick explanation from the organizer, and you're off. Once everyone's arrived (or you've waited as long as reasonably possible for the latecomers), gather attention and clearly explain how the seating rotation will work. Whether people are shifting one seat over, rotating between tables, or taking turns sitting out — the key is to make the rule simple and consistent.
Then, you guide the rounds: ring a bell, give a signal, or just announce when it’s time to move.
It doesn’t need to be high-tech — it just needs to be clear. And many younger participants have likely attended a romantic speed-dating event before, so the format will feel familiar.
Print a Seating Plan
Want a bit more structured speed networking? Print a simple seating chart that shows who goes where in each round. You can hang it on a wall, place it near the entrance, or hand out copies at check-in.
And no — it doesn’t have to be fancy. Sometimes the easiest solution is to prepare small paper strips using Excel: just list each participant’s name and their table numbers for each round. Cut them up, hand them out, and you’re done.
Badges / Individual Agendas
For a more polished experience, prepare printed badges or individual agendas. Each participant gets a personal schedule showing:
- Table numbers for each round
- Who they’ll meet
- (Optional) Bios or company info
It’s a great way to add structure and a touch of professionalism. It also helps participants feel more prepared and engaged.
Email the Agendas in Advance
Want people to show up prepared? Send each participant their personalized meeting agenda before the event. It’s a simple way to help them know where to go, who they’ll meet, and when it all happens.
Just one thing: don’t send it too early.
Plans tend to shift — someone drops out, someone else arrives late. So wait as long as you can to finalize the list, and send the agendas when you’re confident everything’s locked in.
But if your events tend to involve a lot of last-minute changes, there’s a better option. Keep reading.
Be Last-Minute Proof: Mobile Agendas
When things change a lot at the last minute, this is the option that keeps you sane.
Each participant gets a personal link to their live seating agenda — and you can share that link well before the event. It stays the same, so you can:
- print it on name tags,
- turn it into a QR code at check-in,
- or just write it on a whiteboard. It’s short enough to type manually.
Then, just before the event starts, you check who’s actually in the room. With one click, you regenerate the seating chart based on real attendance — but all participant preferences stay intact.
Their updated agendas appear instantly at the same link.
No new emails, no app downloads, no confusion.
On their phone, each participant sees:
- Which table to go to,
- Who they’re meeting.
It’s fast, clean, and built for exactly this kind of chaos.
And the best part? Everyone sees the same version of the plan — so if someone’s unsure where to go, they can just peek at their neighbor’s screen and follow along.