Seating Software

Originally developed in the early 1990’s, the RSVP© Software system has grown into a highly sophisticated, stable product for managing all types of events

Terminology: in the RSVP© System, a table, seats in a row of a theatre or slots in a golf foursome are considered a resource. Where the term “resource” is used, it refers to tables, seats or slots.

The software enforces five important rules for managing events:

  1. A resource - table, row, golf-foursome - can not be oversubscribed.
  2. A resource that is already assigned, like a seat, can not be assigned to another guest.
  3. An attendee can not be assigned more than once in a discrete event.
  4. When assigning a party of two guests, the second-guest must be assigned as well.
  5. When a guest is moved, their position is made available for another guest to be assigned.

Library of Congress - The lower gallery of the Thomas Jefferson Building - set for a special event.

The RSVP© Software is unique in that resources, like a ballroom or theatre, can exist independent of the guests who will be assigned to it.

Capabilities:

  • Manage multiple events in one, such as a theatre style event followed by a dinner. This is referred to a “multi-x” or by the number of sub-events in the event, such as “4X”.
     
  • Record and report “Sit-with”, “Golf With” and “Don’t Sit” with Requests.
     
  • Records and report special needs, such as dietary and the use of wheel chairs.
     
  • Assign a category or class to a guest such as, “VIP”, “Recipient’, “Sponsor”, “Individual Ticket”, “Patron”, “Senator”, “Representative” (House of Representatives), Administration. The categories are set differently for each event.
     
  • Assign a designation to a table, such as “VIP”, “Patron”, “Sponsor”, “Individual”, etc.
     
  • A separate and distinct head table, one or four sided, with up to 120 guests.
     
  • Different sizes tables in the same event.
     
  • A table or golf-foursome may have a patron/sponsor information, including the Point of Contact, their telephone number and e-mail address.
     
  • Table events may be defined as either “seat-track” on or off, meaning that the guest is assigned to a specific seat or just to the table.
     
  • The software has been tested with up to 6500 guests and 500 tables and has actually “done” a dinner with 4800 attendees.
     
  • Has done over 20 “6x” events, meaning six sub-events in one; such as a two dinners, two golf outings and two luncheons.
     
  • Has done 6x “House” or “Restaurant” events - sometimes called a “dine around” where a guests is assigned to a specific table in a specific house or restaurant.
     
  • Keeps guests in “statuses”, such as “assigned”, “wait-listed”, “pending RSVP”, “declined”, “canceled”, etc.
     
  • Allows “grouping” - guests can be associated into a group; is sometimes useful for seating groups together or linking family members together.
     
  • Allows defining of organizational relationships for guests.
     
  • All of the displays of the RSVP© Software were designed with the meeting planner in mind.
     
  • Has a very effective and easy method for tracking “last minute changes”.
     
  • Can create numerous products designed just for assigned events, such as Table Sponsor Packets, Guest List Booklets, Executive multi-x assignment letters, golf score cards and cart signs.
     
  • In a “turn-back” event, the  “turn-backs” for each table can be setup and controlled individually.
     
  • Variable table numbering scheme.
     
  • Has several “auto-assign” algorithms, one of which was developed specifically for complex corporate multi-x  events.

The true uniqueness of the RSVP© System is readily seen in its displays

BuiltWithNOF
Mouse & Arrow Displays
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Version: 06/09/06