How to use AI to create seating arrangements

How to create a drama-free seating chart

A seating chart can be a daunting task, especially if you’re planning to host large numbers of people. Not only do you need to ensure that the conversations flow smoothly, but there are also personal and unspoken dramas you might be unaware of. For example, what if you’re introducing your friends to your family or new friend groups to each other? How can you avoid any potential conflict between your guests?

Here’s how you can organize your guest list and leverage the power of AI prompts.

Achieve the extraordinary with

Copilot in Microsoft 365

Seamlessly tackle your to-dos and track budgets, projects, and calendars with AI-powered features in Word, Excel, PowerPoint, Outlook, and more.

Learn more

Categorize your guests

Organize your guest list by groups of friends and family members as a baseline guide to starting your seating chart. From here, take note on who your closest relatives are and which friends are the most tight knit (college friends versus coworker friends, etc.). Enter their first and last names into a spreadsheet with columns that denote their relationship to you.

Add additional relevant information

If you’re planning a wedding seating chart, for example, you can denote the roles that people will play in the wedding party (i.e. groomsmen, bride’s guests, partner’s family). Whether the couple is really excited to see these guests, or if they’re a cursory invite, can inform how closely the couple sits by them. You can note how far a guest is visiting from, which might also be a factor on where they sit in reference to the guests of honor. For example, if it’s been years since the guests saw their loved ones, they’ll want to make the most out of the effort they’ve put into traveling and sit closer to the couple. This can help ensure that they’ll appreciate a good time.

Feed prompts into AI

Once you’ve saved your spreadsheet, upload it to your AI program and enter a prompt that can help AI make sense of the data. Try some of these example prompts below:

• Create a seating chart for these 15 people who are evenly divided among three tables.
• Design a seating plan where the same families and last names are at the same table.
• Based on the distance traveled by the guests in this list, can you create a seating plan for a dinner party where the guests who traveled the farthest sit closest to me?
• How many chairs will I need if I divide the following people into six tables?
• I’ve ranked this list of guests 1-5 in terms of least to most talkative. Please distribute them evenly at a 24-person table so that there will be a conversationalist to accompany the most introverted guests.

Refine the details

Feel free to tweak the results that AI gives you. For example, it might not understand why Tim doesn’t want to be seated next to Diane, or it might place you too far from your high school friend who you haven’t caught up with in over a decade. It’s up to you to add your creative touch and expertise.

If you find yourself stuck in a rut on getting through a potentially difficult task like coming up with seating arrangements, everyday generative AI can provide the spark that helps you follow through. See how the right AI prompts and tips can help you stay motivated.