The lead booker pays and invites. Each guest gets their own ticket and their own checkout for courses, allergies and access needs. You get a seating plan and a venue pack that stay current as bookings change.
The flow
The booker's job ends at the invitation. Everything after that is collected from the person who actually knows the answer. Each step below is a working screen you can try.
Purchaser guest management
The moment they have paid, the table booker gets a page with a seat for every ticket they bought. They fill in who is coming, what each person eats and anything the room needs to know. Nobody on your team chases a single name.
Edit guest details
Seat 2 VIP
Filled in by the guest who knows the answer, not chased out of them
Arrange seating
Table of 6 2 seated
Drag to swap. Whatever they settle on lands straight in the organiser's plan.
Guest self service
Once the booker names them, every guest gets their own link. They confirm they are coming, pick a course at a time, declare what they cannot eat and buy their own wine. The booker never relays a single order.
Back office
This is the organiser's side of the same event. Set the table count and size, pick how to fill them, and every booking and individual gets placed. Then drag anyone the rules got wrong.
Share to venue
A read-only brief the venue and the kitchen open in a browser. Guests are identified by initials and seat number only, so no names, contact details or company information leave your organisation.
In that one link
Every one of these updates the moment a guest changes their mind, so nobody works from the version you emailed a fortnight ago.
Every table, who is on it, and how many covers, so the venue can set the room from one sheet.
How many of each dish goes to each table, so plates leave the kitchen in the right direction.
Which seat at which table needs the separate service, named, so nothing depends on someone remembering.
Wheelchair spaces, step-free routes and hearing loop seats marked on the plan rather than mentioned in an email.
Room layout requirements and table positioning. All live, all up to date, no more chasing on email.
Cancel a guest or a single extra. The seat frees up, the counts drop, and the venue pack redraws itself.
Questions
No. That is the point of the flow. The booker supplies names and email addresses, and we ask each guest directly. Guests who haven't answered get reminded automatically, and the booker can see who is outstanding without chasing them personally.
Yes. Seats can be bought and held unnamed, then named later. The seats stay reserved on the plan and count as covers, so the venue's numbers are right even before the guest list is complete.
Cancel the guest or swap in a replacement. The seat is freed, the course counts drop, the allergy sheet updates, and the venue pack redraws. A replacement gets their own ticket and their own menu checkout.
You tell it what to do. The usual rule is to split across two adjacent tables so the group stays together, and Events Builder picks a pair of tables next to each other rather than scattering people. You can also force a specific split.
Yes. Extras are priced per item and paid for in the guest's own checkout, so the person who wants the champagne is the person who pays for it. Counts come through on the venue pack.
No. They open a read-only link in a browser. Attendee data is anonymised in that view, so the kitchen sees courses, dietaries and access needs against a seat number rather than a guest's name and company.
Open the venue data share and click a table to see exactly what they get.
Extras and add-ons cover paid items sold at checkout, such as raffle bundles and upgrades. For anything beyond that, ask on a demo and we'll tell you honestly whether it fits today.