It is necessary to have a plan of seating arrangements in the venue. This is to ensure that everyone entitled to watch the play has access to seating. Sections should be for players, officials, VIP’s, media and for paying spectators.

1. Floor plan

A detailed floor plan of the hall should be obtained showing the number and positions of all permanent seats that can be used for the event. If additional temporary seating is intended this should be added to the floor plan. It should be considered how the different set ups during the event affect the seating plan (i.e. if there is a special set up for the semifinals, finals, etc.). The floor plan should also include access ways and convenient seating areas for physically challenged people and their company if needed.

2. Non-paying spectators

An estimate of the number of non-paying spectators in the different categories should be made. Seating for these non-paying spectators should be allocated in the floor plan. The number of non-paying spectators will change during the event as players might leave when knocked out of the tournament or because VIP’s are arriving for the final days. It is recommended that the seating allocation is not moved during the event but rather made smaller or enlarged depending on the estimates made.

3. Paying spectators and agreement of seating plan(s) 

Based on the total number of seats and the allocation for non-paying spectators the number of seats to be offered for sale can be calculated. 

The seating plan(s) must be agreed within the Steering group and passed on to the persons responsible for accreditation and ticketing.

4. Blocking off seating and signing

When dressing the venue, it is important to clearly block off the sections for the different categories of spectators. Signs should be placed around the venue to direct people to their seats.