# Floors.live — video guides, full text

> Floors.live is an online event floor plan and seating chart editor: upload the venue plan, set its real scale, lay out tables with Smart Layout, seat guests, see it in 3D, and share or print it.

Guides hub: https://floors.live/guides/ · Portuguese: https://floors.live/pt-br/guias/

## How many guests fit in the room?

Guide id: capacity-plan · Language: en · 53 s video · Watch: https://floors.live/guides/capacity-plan/

Ask Smart Layout for more guests than the room can hold and it shows the real limit — for a ceremony in rows, or a standing reception at highboys.

### How many guests can fit in my event room?

Floors.live estimates it for you. Drag across the floor with Smart Layout, press Customize setup, ask for more guests than you expect and choose Max capacity. It fills the room with the seating style you picked and shows the seat count. Treat that number as a layout estimate; your venue or fire marshal sets the legal capacity.

### Does capacity change between a seated dinner, theatre rows and a standing reception?

Yes, a lot. In the White House East Room example, a dinner at round tables seats about 120, theatre rows of ten fit 290 seats, and a cocktail reception with 48 highboys holds 192 standing guests. Smart Layout lets you rerun the same area with another event type and compare the numbers in under a minute.

### Is the Max capacity number the legal occupancy of the room?

No. Max capacity is a planning estimate based on the furniture, spacing and room outline in your floor plan. The legal occupancy limit is set by the venue and the local fire marshal, and it can be lower because of exits, aisles and local code. Always confirm the final guest count with your venue before booking.

### Do I have to pay to check how many guests fit?

No. Every Floors.live account gets 10 minutes of free editing time with every feature, including Smart Layout, so you can test a room's capacity without paying. To keep editing that event after the free time runs out, unlock it for $20, whatever the guest count. Your design stays saved and viewable either way.

Chapters: 0:00 Intro · 0:07 Press Smart Layout, drag across the floor, then Customize setup. Ask for five hundred guests. · 0:16 Pick Ceremony, then theatre rows of ten, in a grid. Then press Max capacity. · 0:24 Two hundred and ninety seats in rows, all facing the front. · 0:31 Now a cocktail reception: Customize setup, Cocktail, highboys in a grid, and Max capacity. · 0:39 Forty-eight highboys, a hundred and ninety-two guests standing. · 0:45 Two answers in under a minute. Confirm the final number with your venue.

Transcript:

How many guests fit in this room?
Dinner seats a hundred and twenty. Rows or a standing reception change the answer.
Press Smart Layout, drag across the floor, then Customize setup. Ask for five hundred guests.
Pick Ceremony, then theatre rows of ten, in a grid. Then press Max capacity.
Two hundred and ninety seats in rows, all facing the front.
Now a cocktail reception: Customize setup, Cocktail, highboys in a grid, and Max capacity.
Forty-eight highboys, a hundred and ninety-two guests standing.
Two answers in under a minute. Confirm the final number with your venue.
Next: plan it together with your team, live.

Try it: https://floors.live/editor/new/

## Plan together, live

Guide id: collaborate-live · Language: en · 31 s video · Watch: https://floors.live/guides/collaborate-live/

Share the plan with Edit access and your caterer, AV crew or client work on it with you — you see who's in and watch every change land live.

### Can several people edit the same floor plan at the same time?

Yes. Anyone you share the event with Edit permission can open the floor plan in their own browser and work on it with you. Their avatar appears in the editor header while they are in, and every change, like a moved table, shows up on everyone's screen live. There is one plan, so nobody works from an old copy.

### How do I give my caterer or AV crew edit access?

In the editor, press Share, enter their email address and choose a permission level: View for read-only, Comment for pinned feedback, or Edit for full editing access. They receive an email invite with a link. If they don't have a Floors.live account yet, they can create one for free to open the event.

### How do I know who is working on the plan right now?

Collaborators who have the floor plan open show as avatars in the editor header. Changes they make appear on your canvas as they happen, so you can watch a caterer move a table toward the service door without refreshing the page or waiting for them to send you an updated file. Everyone always sees the latest version.

### Can I control what a client is allowed to change?

Yes. You choose a permission level for each person in the Share dialog: View lets them see the design, Comment lets them pin feedback on the canvas, and Edit gives full editing access. You can change someone's permission or remove their access later from the collaborators list in the same Share dialog.

Chapters: 0:00 Intro · 0:06 Press Share. Maya is on the plan, with edit access. · 0:10 When she opens it on her laptop, her avatar lights up here. · 0:16 She drags a table closer to the service door. You watch it move, live. · 0:24 One plan, the whole team, always the latest version.

Transcript:

Your caterer moves a table. You see it happen.
Maya, the caterer, can edit this plan too.
Press Share. Maya is on the plan, with edit access.
When she opens it on her laptop, her avatar lights up here.
She drags a table closer to the service door. You watch it move, live.
One plan, the whole team, always the latest version.
Next: put your brand on every layout.

Try it: https://floors.live/editor/new/

## Print the layout for the venue

Guide id: export-print-pdf · Language: en · 27 s video · Watch: https://floors.live/guides/export-print-pdf/

Export a to-scale PDF with the venue plan underneath, a legend, a title block and the overall layout size — ready for the venue's crew.

### How do I print a floor plan to scale for the venue?

Open the event and press Export. Choose Wireframe CAD, which draws every table and chair to scale as clean lines, pick the paper size, and turn on Overall layout size. Press PDF to download a printable sheet with the venue plan underneath, a legend and a title block for the venue's crew.

### What does the PDF export include?

A Wireframe CAD PDF shows the room and every table and chair to scale, with the uploaded venue plan underneath, a legend, a title block and the overall layout size in your chosen unit, such as feet. You can also add a scale bar, the event name, date, venue and version, and a seating breakdown.

### Is PDF export free on Floors.live?

You can export while trying the editor, but exports from an event that is not unlocked carry a Made with Floors.live watermark. Unlocking the event for $20 from your credit, or subscribing to Planner Pro at $69 per month, gives clean exports without the watermark. Credit packs start at $39 and never expire.

### Should I send the venue a PDF or a PNG?

Send a PDF when the plan will be printed: it is vector output that stays sharp at any paper size and keeps the scale. PNG is a high-resolution image suited to screens, email and WhatsApp. SVG is also available for design tools. For live updates, share the event link instead of a file.

Chapters: 0:00 Intro · 0:07 Press Export. Wireframe CAD draws every table and chair to scale. · 0:11 Choose the paper size, and turn on Overall layout size. · 0:15 Press PDF. · 0:18 The room, every table, a legend and a title block. Ready for the venue's crew.

Transcript:

Hand the venue a printed plan, to scale.
Venues want measurements, not screenshots.
Press Export. Wireframe CAD draws every table and chair to scale.
Choose the paper size, and turn on Overall layout size.
Press PDF.
The room, every table, a legend and a title block. Ready for the venue's crew.
Next: give your client a few layout options.

Try it: https://floors.live/editor/new/

## Your venue's floor plan, to scale

Guide id: first-floor-plan · Language: en · 51 s video · Watch: https://floors.live/guides/first-floor-plan/

Create the event, upload the venue's floor plan, set the scale from one known wall, check it on another, and start placing tables at true size.

### How do I upload a venue floor plan to Floors.live?

Create a new event from your dashboard, press Create Event and choose Upload a floor plan. You can add an image such as a JPEG, PNG or WebP, or a PDF or DWG drawing, which is converted to a high-resolution image. The plan becomes the background you design on, and you set its scale next.

### How do I set the scale on a floor plan image?

Click both ends of a wall or room whose real length you know, type that length as printed on the plan, for example 79'-8½", and press Apply Scale. From then on every table, chair and measurement matches real-world size, and Smart Layout spaces tables using the actual room dimensions.

### How can I check that my floor plan scale is correct?

After applying the scale, click both ends of a second known distance, such as another wall or hall with a printed length. Floors.live shows its measured length in feet and inches. If it matches the plan, press Looks Good. If it is off, recalibrate using two points you know the exact distance between.

### Is it free to upload a floor plan and set the scale?

Yes. Every feature, including plan upload and scale calibration, can be tried within the 10 minutes of free editing time each account gets in total. To keep editing a specific event with no time limit, unlock it for $20, paid from your credit. Credit packs start at $39 and the credit never expires.

Chapters: 0:00 Intro · 0:07 Click New Event, name it, and pick the venue from the search. · 0:13 Add the room and the date, then the guest count. Open More options and choose Gala. · 0:20 Press Create Event, choose Upload a floor plan, and add the White House ground-floor plan. · 0:28 Click both ends of the East Room, type its length as printed, and press Apply Scale. · 0:33 Check it on the Cross Hall: seventy-nine and a half feet. Spot on. Press Looks Good. · 0:41 Now zoom in and start designing. Every table is true to the room's real size.

Transcript:

The White House, to scale, in one minute.
You're on your dashboard, with the venue's floor plan saved.
Click New Event, name it, and pick the venue from the search.
Add the room and the date, then the guest count. Open More options and choose Gala.
Press Create Event, choose Upload a floor plan, and add the White House ground-floor plan.
Click both ends of the East Room, type its length as printed, and press Apply Scale.
Check it on the Cross Hall: seventy-nine and a half feet. Spot on. Press Looks Good.
Now zoom in and start designing. Every table is true to the room's real size.
Next: fill the room with Smart Layout.

Try it: https://floors.live/editor/new/

## Import the venue's CAD file

Guide id: import-cad-dwg · Language: en · 43 s video · Watch: https://floors.live/guides/import-cad-dwg/

Venue sent a DWG and no AutoCAD? Upload it — Floors reads the drawing's units, so the plan lands at true scale. Check one dimension and start planning.

### How do I open a DWG file without AutoCAD?

Upload it to Floors.live. Press New Event, name it and pick the venue, press Create Event, choose Upload a floor plan and drop in the .dwg file. Floors converts the drawing to a high-resolution image, reads its units, and lets you crop the area you need. No AutoCAD license is required.

### Will an imported CAD floor plan be to scale?

Yes, when the DWG stores its units. Floors reads the drawing's unit setting, such as inches or feet, and places the plan at true size. Measure one known distance to confirm, for example the width of a room, then press Looks Good. You can override the detected units if the drawing is wrong.

### What floor plan files can I import?

Floors imports DWG files from AutoCAD, PDF floor plans, architectural drawings and scans, and JPG, PNG or WebP images. The file becomes the background of your event, and you can crop it and set its scale. After import, the Trace Wall tool can detect walls in the drawing and turn them into wall objects.

### Is importing a CAD file free?

Yes. CAD and PDF import and scale calibration are part of the free plan. Every account gets 10 minutes of free editing time in total to try every feature. To keep editing an event after that, unlock it for $20 from your credit, and it stays editable forever. Credit packs start at $39.

Chapters: 0:00 Intro · 0:07 Press New Event, name it, and pick the venue. · 0:13 Press Create Event, choose Upload a floor plan, and drop in the DWG. · 0:20 Floors reads the drawing's units, inches here. Press Apply Crop. · 0:28 It lands at true scale. Check the auditorium: thirty-eight feet. Press Looks Good. · 0:35 The venue's own drawing, to scale, ready for your tables.

Transcript:

The venue sent a DWG. You don't need AutoCAD.
Frank Lloyd Wright's Unity Temple, straight from the drawing.
Press New Event, name it, and pick the venue.
Press Create Event, choose Upload a floor plan, and drop in the DWG.
Floors reads the drawing's units, inches here. Press Apply Crop.
It lands at true scale. Check the auditorium: thirty-eight feet. Press Looks Good.
The venue's own drawing, to scale, ready for your tables.
Next: how many guests fit in the room?

Try it: https://floors.live/editor/new/

## Give your client a few layout options

Guide id: layout-versions · Language: en · 38 s video · Watch: https://floors.live/guides/layout-versions/

Duplicate the layout as a new version, switch Version 2 to long banquet tables with Smart Layout, and flip between the options.

### How do I show a client two different layout options?

Open Versions in the editor and press Duplicate to create Version 2, a full copy of the current layout. Change Version 2, for example from round tables to long banquet tables, then open Versions again to switch between the options. Both options stay saved inside the same event.

### How do I switch a layout from round tables to long banquet tables?

Select all the tables with Cmd+A or Ctrl+A and press Adjust layout. Choose Custom, then Rectangle, and press Update Layout. Smart Layout replaces the rounds with long banquet tables that fill the room. Do this on a duplicated version if you want to keep the original round-table layout.

### What is a version in Floors.live?

A version is a separate floor plan layout inside the same event. Each version has its own name, thumbnail and object layout, and can be duplicated or deleted. Versions keep Option A and Option B side by side, and comments stay visible across versions to everyone collaborating on the event.

### Should I create a new event for each layout option?

No. For different layouts of the same room, use versions inside one event: duplicate the layout and change the copy. A new event is for a different venue or space. Keeping options as versions means one event to unlock, one place for comments, and a quick switch between options in a client meeting.

Chapters: 0:00 Intro · 0:06 Open Versions and press Duplicate. That's Version 2. · 0:11 Select all the tables, then press Adjust layout. · 0:14 Choose Custom, then Rectangle, and press Update Layout. Long banquet tables fill the room. · 0:23 Open Versions to flip between the two options: the rounds, then the banquet rows. · 0:31 Two options, one event. Let your client choose.

Transcript:

Rounds or banquets? Show your client both.
Versions keep every option in one event.
Open Versions and press Duplicate. That's Version 2.
Select all the tables, then press Adjust layout.
Choose Custom, then Rectangle, and press Update Layout. Long banquet tables fill the room.
Open Versions to flip between the two options: the rounds, then the banquet rows.
Two options, one event. Let your client choose.
Next: import the venue's CAD file.

Try it: https://floors.live/editor/new/

## Seat 120 guests from a list

Guide id: seating-from-guest-list · Language: en · 36 s video · Watch: https://floors.live/guides/seating-from-guest-list/

Import your guest list from a CSV file, let Auto-Assign seat everyone with their group, and see every guest's name at the right table on your floor plan.

### How do I import a guest list into Floors.live?

Turn on Seating Mode in the editor and press Import CSV. Drop in a CSV file saved from Excel or Google Sheets. The importer auto-detects columns such as First Name, Last Name, Group, RSVP and Dietary Notes, shows a preview with any warnings, and then imports the guests. A ready-made CSV template is available to download.

### Can Floors.live assign guests to tables automatically?

Yes. After importing guests, press Seat everyone, then Run Auto-Assign. The algorithm seats priority guests first, keeps each group at one table when possible, respects rules such as Keep Apart, and shows a summary of placements and conflicts. Press Apply Seating to put everyone in their seats on the floor plan.

### How do I see guest names at each table?

In Seating Mode, turn on Names and every seat on the floor plan shows the guest sitting there. Hovering over a table lists its assigned guests and free seats, and hovering over a seat shows that guest's name, group and seat number. You can also drag guests onto seats or swap two guests by hand.

### Can I export the seating chart?

Yes. Use the Export button in the Guest List panel to download a Guest CSV with full guest details, a Seating CSV with every table assignment, or Table Cards formatted for printing. The floor plan itself can be exported as a PNG or PDF to share with the venue, the caterer or your client.

Chapters: 0:00 Intro · 0:07 Turn on Seating Mode, then press Import CSV. · 0:11 Drop in your guest list. Twelve groups, a hundred and twenty guests, all valid. · 0:18 Press Seat everyone, then Run Auto-Assign. Every group stays at one table. · 0:23 Twelve groups together, none split. Press Apply Seating. · 0:27 Turn on Names, and every seat shows who sits there.

Transcript:

Every guest at the right table, in one minute.
The East Room has twelve tables. Now bring in the guest list.
Turn on Seating Mode, then press Import CSV.
Drop in your guest list. Twelve groups, a hundred and twenty guests, all valid.
Press Seat everyone, then Run Auto-Assign. Every group stays at one table.
Twelve groups together, none split. Press Apply Seating.
Turn on Names, and every seat shows who sits there.
Next: walk the room in 3D.

Try it: https://floors.live/editor/new/

## Share your layout with your client

Guide id: share-with-client · Language: en · 32 s video · Watch: https://floors.live/guides/share-with-client/

Turn on a view-only link, copy it and send it; your client opens it on any device, no account. In person, press Present.

### How do I share a floor plan with my client?

Open the event in the editor and press Share. Switch access to Anyone with the link, then press Copy link and send it by email, WhatsApp or text. Your client opens the layout in a browser on a phone or laptop. You can also invite people by email with View, Comment or Edit permission.

### Does my client need a Floors.live account to see the layout?

No. With access set to Anyone with the link, your client opens the shared link and views the floor plan without signing up. If you invite someone by email instead, they are asked to create a free account. Sharing stays available even after your free editing time runs out.

### How do I present a floor plan to a client in a meeting?

Press Present in the editor. It opens a full-screen, read-only view of the layout, so you can show the room, the tables and the seating on a laptop or a meeting-room screen without the editing tools in the way. Clients who join remotely open the shared view-only link instead.

### Is sharing a layout with a client free?

Yes. Sharing a floor plan by link or by email costs nothing, and each share earns 3 grids of reward credit. When your 10 minutes of free editing time run out, the design stays saved, viewable and shareable; only editing stops until you unlock the event for $20.

Chapters: 0:00 Intro · 0:06 Press Share, and switch access to Anyone with the link. · 0:10 Press Copy link, and send it by email or WhatsApp. · 0:13 Your client opens it on any phone or laptop. No account needed. · 0:19 Meeting in person? Press Present for a full-screen walkthrough. · 0:25 Every table, every guest, ready for their yes.

Transcript:

Send your client the layout in one link.
One link to share, one button to present.
Press Share, and switch access to Anyone with the link.
Press Copy link, and send it by email or WhatsApp.
Your client opens it on any phone or laptop. No account needed.
Meeting in person? Press Present for a full-screen walkthrough.
Every table, every guest, ready for their yes.
Next: print the layout for the venue.

Try it: https://floors.live/editor/new/

## Seat 120 guests with Smart Layout

Guide id: smart-layout-basics · Language: en · 34 s video · Watch: https://floors.live/guides/smart-layout-basics/

Mark an area on your scaled venue plan and let Smart Layout fill it with tables for your guest count — then apply it in one click.

### How does Smart Layout work in Floors.live?

Click Smart Layout in the editor toolbar, then drag across the floor of your scaled plan to mark where tables can go. Smart Layout reads the guest count from your event, fills the area with tables and shows how many tables and seats fit. Press Apply Layout to place them on the plan.

### How many tables fit in my room for my guest count?

Mark the usable floor area with Smart Layout and it works out the answer from your calibrated plan. A stats line shows the result, for example 12 tables · 120 seats. Max capacity packs the area as tightly as the spacing allows, while Comfortable and Spacious leave more room between tables for service and movement.

### Do I need to set the scale before using Smart Layout?

Yes. Smart Layout spaces tables using real room dimensions, so calibrate the scale first by clicking both ends of a known wall and entering its length. Without a calibrated scale, the table count and spacing will not match the actual venue, and the editor reminds you that the scale is not set.

### Can I adjust the tables after Smart Layout places them?

Yes. Before applying, fine-tune Table Spacing and Row Spacing, or add a center aisle and set its width. After you press Apply Layout, the tables are ordinary objects on your plan, so you can move, rotate, delete or add tables one by one, and undo the whole layout with Ctrl or Cmd+Z.

Chapters: 0:00 Intro · 0:07 Zoom into the room, then click Smart Layout in the toolbar. · 0:12 Drag across the floor to mark where tables can go. · 0:18 It already knows your guest count from the event. Choose Max capacity. · 0:22 Twelve tables, a hundred and twenty seats, an exact fit. Press Apply Layout. · 0:27 Every seat is placed at true size, ready for guest names.

Transcript:

A full East Room in seconds.
The White House plan is in, at true scale. Now fill the East Room.
Zoom into the room, then click Smart Layout in the toolbar.
Drag across the floor to mark where tables can go.
It already knows your guest count from the event. Choose Max capacity.
Twelve tables, a hundred and twenty seats, an exact fit. Press Apply Layout.
Every seat is placed at true size, ready for guest names.
Next: seat your guests from a list.

Try it: https://floors.live/editor/new/

## Put your venue on Floors

Guide id: venue-first-space · Language: en · 33 s video · Watch: https://floors.live/guides/venue-first-space/

Run a venue? Claim it on floors.live in a minute — name and address, your first event space, a plan with 30 days free — and launch.

### How do I put my venue on Floors.live?

Press Get Started Free on the venue claim page. Find your venue on Google, or choose to add it manually and type its name and address. Add your first event space with its name and guest capacity, pick a venue plan and press Launch Your Venue. The whole flow takes about a minute, and more details can come later.

### Can I add my venue if it isn't listed on Google?

Yes. In the claim flow, choose to add your venue manually instead of picking a Google listing. Type the venue's name and address, press Next, and continue with your spaces and plan as usual. Details such as the description, photos and contact information can be filled in later from your venue profile.

### How much do Floors.live venue plans cost?

Every venue plan starts with 30 days free. Venue Starter costs $49 a month for one event space and includes $10 of credit each month. Venue Pro costs $79 a month for up to 10 spaces and includes $30 of monthly credit. Venues with more than 10 spaces use Venue Enterprise, at $199 a month.

### What do planners get once my venue is on Floors.live?

A published venue appears in the public Venue Directory with its spaces and capacity. Planners can browse by city and venue type, preview your rooms and import your floor plan templates straight into a new event, so they design seating, staging and decor in your real rooms instead of guessing from photos.

Chapters: 0:00 Intro · 0:06 Press Get Started Free. Not on Google yet? Choose add manually. · 0:10 Type the venue's name and address, then press Next. · 0:14 Skip the details for now. Add your first space: the ballroom, for three hundred guests. · 0:20 Pick a plan. Every plan starts with thirty days free. · 0:23 Check it over and press Launch Your Venue. · 0:26 Your venue is on Floors, with its first space ready.

Transcript:

Run a venue? Put it on Floors in a minute.
Planners design their events in your real rooms.
Press Get Started Free. Not on Google yet? Choose add manually.
Type the venue's name and address, then press Next.
Skip the details for now. Add your first space: the ballroom, for three hundred guests.
Pick a plan. Every plan starts with thirty days free.
Check it over and press Launch Your Venue.
Your venue is on Floors, with its first space ready.
Next: publish your venue page.

Try it: https://floors.live/editor/new/

## Put your brand on every layout

Guide id: your-brand · Language: en · 27 s video · Watch: https://floors.live/guides/your-brand/

On Planner Pro, add your logo once — every PDF, image, drawing and 3D snapshot your clients get carries your brand instead of ours.

### How do I put my logo on floor plan exports?

On Planner Pro, open your Profile and find Your brand. Upload your logo, optionally add a brand name and accent color, then press Save brand. From then on, PDF and image exports, drawings and 3D snapshots of your events show your brand where clients would otherwise see Floors.live. You set it once for every event.

### Which Floors.live plan includes custom branding?

Custom branding is part of Planner Pro, which costs $69 a month and also includes 5 events a month, $100 of credit every month and 2-seat collaboration. Planner Studio, at $129 a month, includes it as well. Full white-label, API access and SSO belong to the Enterprise plan, from $399 a month, arranged through sales.

### Where does my brand appear after I save it?

Your logo and brand name replace Floors.live on what clients receive from your events: the badge on PNG and PDF exports, the Drawn by line with your logo on drawings, and the label on 3D snapshots. It is saved on your account, so every export picks it up automatically without any extra steps.

Chapters: 0:00 Intro · 0:06 Open your Profile and find Your brand. · 0:09 Upload your logo and press Save brand. · 0:13 Back in your event, press Export, then PDF. · 0:20 Your logo, on every drawing your clients get.

Transcript:

Your clients should see your brand, not ours.
On Planner Pro, it takes one logo.
Open your Profile and find Your brand.
Upload your logo and press Save brand.
Back in your event, press Export, then PDF.
Your logo, on every drawing your clients get.
Next: start with your own venue's floor plan.

Try it: https://floors.live/editor/new/