Prep Station

For full-service caterers & event venues

Show the room, book the event Floor plans and seating on the same order

Prep Station draws event floor plans to scale in feet, by hand or with AI from a description or a venue photo. Every room keeps its Banquet, Cocktail, and Classroom layouts, each guest is seated with their plate, and the BEO prints the plan and a server sheet for every table.

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No credit card required · Rooms book like rentals · Cancel anytime

Built for full-service caterers running Banquet Event Orders.

RentalsRooms Terrace Ballroom
Reusable layout Default
Save floor plan

86 seats · Banquet rounds · room maximum 140

Bar Kitchen Stage Dance floor Head table 1 2 3 4 5 6 7 8 9 10

56 × 36 ft, 1 ft grid. Drag to move, corner handles to resize.

How floor plans and seating help you book and run events

01

Close while they can picture it

Open the room's saved layout on the call, or look around it in 3D with the client, and book the date before they tour the next venue.

02

No short tables on the night

Seats count against guests and the room's maximum as you draw, and every plate is checked against the guest's allergies.

03

Rebook rooms without redrawing

Booking a room copies its default layout, so a repeat client's event starts from a plan that already worked.

No credit card for the live demo

Describing a room to the AI uses no credits

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The floor plan is a slide deck. The seating chart is a spreadsheet.

Someone redraws the ballroom for every inquiry. The guest list changes in one file, the BEO in another, and the captain finds the extra table at load-in. Prep Station keeps the room, the tables, every guest, and every plate on the order the kitchen and the floor already work from.

Grow catering

Events are won by whoever shows the client their night first. Every hour spent redrawing a room is an hour not spent selling the next one.

Drawn with AI

From a venue photo to a plan you can edit

Describe the room the way you would to your captain, add photos, the venue's floor plan, or a sketch from the site visit, and Prep Station draws it in feet. The plan opens in the editor, ready to move tables, change seat counts, and save as the room's layout.

  • Up to six images, with the room size you type taking priority over the estimate
  • Or trace it yourself: upload the venue drawing as a background and draw over it
  • Ask Roux in chat to add a bar or move the head table; nothing saves until you approve

Meet Roux, the AI sous chef

Rooms › Terrace Ballroom

Generate a floor plan

Generate with AI

Describe the room and the setup

Ballroom with the stage on the north wall and the bar by the back door. 86 guests at rounds of eight around a dance floor, head table for six under the stage.

Photos, the venue's floor plan, or a sketch

  • ballroom-north.jpg

  • terrace-bar.heic

  • venue-floor-plan.png

Room size, if you know it

56 × 36 ft

Generate floor plan

Floor plan drawn with AI.

Terrace Ballroom 56 × 36 ft · 86 seats
Stage Dance floor Kitchen Bar 1 2 3 4 5 6 7 8 9 10

Opens in the editor as a new layout for the room.

Draw a room in the live demo, switch it to 3D, and seat a sample event.

Try Live Demo

Rentals › Rooms

Terrace Ballroom

Banquet

  • Banquet rounds Default

    86 seats · room maximum 140

  • Long tables, family style

    96 seats · room maximum 140

Cocktail

  • Cocktail reception Default

    24 seats · room maximum 140

Classroom

  • Classroom Default

    64 seats · room maximum 140

Okafor wedding · Sat Jul 18 · 86 guests

Terrace Ballroom floor plan

This event only Copied from Banquet rounds

86 seats for 86 guests

Banquet rounds was edited after this copy. Use the new version

Room layouts

Every room ready before the inquiry

Save Banquet, Cocktail, and Classroom layouts on each function room and mark a default. When a client books the room, the event gets its own copy, so changes for the Okafor wedding never touch the room's layout. Change the setup style and an untouched plan swaps to the new default.

  • Start from the room's layouts, earlier events in the room, or this client's earlier events
  • Off-site venue? Save layouts on the client's address and reuse them next year
  • Improved a setup on the night? Save the event plan back as a layout

Seating & the BEO

Every guest, chair, and plate on the BEO

Paste the guest list or upload it from CSV or Excel, seat parties side by side, and give each guest their plate. The kitchen gets plate counts by table, and every server gets a sheet for their table. Pick a table on the plan to see its sheet.

  • Each plate checked against the guest's allergies and dietary needs before it prints
  • Place cards and escort cards from the same seating
  • The client's event page shows their tables and how many seats are filled

The plan is frozen when the order is confirmed. Late changes reach the BEO when you click Publish to BEO.

Prep Station · BEO

Floor plan · Terrace Ballroom

Sat Jul 18 · Banquet rounds · 56 × 36 ft

SO202607-0042

Riverside Holdings

86 seats · 86 guests

Stage Dance floor Bar Kitchen Door Head table Head table, seat 1: Felix Cole · Herb chicken C Head table, seat 2: Lucy Mendez · Seared salmon S Head table, seat 3: Ravi Silva · Herb chicken C Head table, seat 4: Tara Reyes · Seared salmon S Head table, seat 5: Diego Rossi · Mushroom risotto V Head table, seat 6: Mia Ellis · Herb chicken C 1 Table 1, seat 1: Mateo Nguyen · Herb chicken C Table 1, seat 2: Maya Park · Herb chicken C Table 1, seat 3: Omar Abbott · Seared salmon S Table 1, seat 4: Hannah Ahmed · Herb chicken C Table 1, seat 5: Caleb Lowe · Mushroom risotto V Table 1, seat 6: Leah Hughes · Herb chicken C Table 1, seat 7: Marcus Turner · Seared salmon S Table 1, seat 8: Priya Foster · Herb chicken C 2 Table 2, seat 1: Ruth Daniels · Herb chicken C Table 2, seat 2: Paul Daniels · Seared salmon S Table 2, seat 3: Victor Novak · Herb chicken C Table 2, seat 4: Sofia Castillo · Herb chicken C Table 2, seat 5: Owen Rivera · Seared salmon S Table 2, seat 6: Nora Quinn · Herb chicken C Table 2, seat 7: Jamal Murphy · Herb chicken C Table 2, seat 8: Ella Hart · Mushroom risotto V 3 Table 3, seat 1: Noah Kim · Herb chicken C Table 3, seat 2: Chloe Shah · Herb chicken C Table 3, seat 3: Theo Patel · Seared salmon S Table 3, seat 4: Iris Grant · Herb chicken C Table 3, seat 5: Andre Bennett · Herb chicken C Table 3, seat 6: Lena Cole · Seared salmon S Table 3, seat 7: Sam Mendez · Herb chicken C Table 3, seat 8: Zoe Silva · Seared salmon S 4 Table 4, seat 1: Amara Okafor · Herb chicken C Table 4, seat 2: Ben Okafor · Seared salmon S Table 4, seat 3: Dana Whitfield · Herb chicken C Table 4, seat 4: Kenji Watanabe · Mushroom risotto V Table 4, seat 5: Grace Lin · Seared salmon S Table 4, seat 6: Elliot Brooks · Herb chicken C Table 4, seat 7: Isabel Moreno · Seared salmon S Table 4, seat 8: Henry Alvarez · Herb chicken C 5 Table 5, seat 1: Wes Reyes · Seared salmon S Table 5, seat 2: Ava Rossi · Herb chicken C Table 5, seat 3: Felix Ellis · Herb chicken C Table 5, seat 4: Lucy Nguyen · Mushroom risotto V Table 5, seat 5: Ravi Park · Herb chicken C Table 5, seat 6: Tara Abbott · Herb chicken C Table 5, seat 7: Diego Ahmed · Seared salmon S Table 5, seat 8: Mia Lowe · Herb chicken C 6 Table 6, seat 1: Mateo Hughes · Herb chicken C Table 6, seat 2: Maya Turner · Herb chicken C Table 6, seat 3: Omar Foster · Seared salmon S Table 6, seat 4: Hannah Novak · Seared salmon S Table 6, seat 5: Caleb Castillo · Herb chicken C Table 6, seat 6: Leah Rivera · Mushroom risotto V Table 6, seat 7: Marcus Quinn · Herb chicken C Table 6, seat 8: Priya Murphy · Herb chicken C 7 Table 7, seat 1: Victor Hart · Herb chicken C Table 7, seat 2: Sofia Kim · Seared salmon S Table 7, seat 3: Owen Shah · Herb chicken C Table 7, seat 4: Nora Patel · Herb chicken C Table 7, seat 5: Jamal Grant · Seared salmon S Table 7, seat 6: Ella Bennett · Herb chicken C Table 7, seat 7: Noah Cole · Mushroom risotto V Table 7, seat 8: Chloe Mendez · Seared salmon S 8 Table 8, seat 1: Theo Silva · Herb chicken C Table 8, seat 2: Iris Reyes · Herb chicken C Table 8, seat 3: Andre Rossi · Mushroom risotto V Table 8, seat 4: Lena Ellis · Herb chicken C Table 8, seat 5: Sam Nguyen · Seared salmon S Table 8, seat 6: Zoe Park · Herb chicken C Table 8, seat 7: Wes Abbott · Seared salmon S Table 8, seat 8: Ava Ahmed · Herb chicken C 9 Table 9, seat 1: Felix Lowe · Seared salmon S Table 9, seat 2: Lucy Hughes · Herb chicken C Table 9, seat 3: Ravi Turner · Herb chicken C Table 9, seat 4: Tara Foster · Seared salmon S Table 9, seat 5: Diego Novak · Mushroom risotto V Table 9, seat 6: Mia Castillo · Herb chicken C Table 9, seat 7: Mateo Rivera · Herb chicken C Table 9, seat 8: Maya Quinn · Mushroom risotto V 10 Table 10, seat 1: Omar Murphy · Herb chicken C Table 10, seat 2: Hannah Hart · Seared salmon S Table 10, seat 3: Caleb Kim · Herb chicken C Table 10, seat 4: Leah Shah · Seared salmon S Table 10, seat 5: Marcus Patel · Herb chicken C Table 10, seat 6: Priya Grant · Mushroom risotto V Table 10, seat 7: Victor Bennett · Seared salmon S Table 10, seat 8: Sofia Cole · Herb chicken C
C Herb chicken 49 S Seared salmon 26 V Mushroom risotto 11 Allergy check 1

Table 4 · 8 guests · 4 C · 3 S · 1 V · 1 allergy check

Floor plan, plate counts by table, and a server sheet per table print on the BEO from the same order.

Room view · Shared space

Garden Patio · Fri Jul 17

1 table overlaps furniture already set up for Okafor rehearsal dinner.

West terrace East lawn Bar
  • Okafor rehearsal dinner 6:00 PM · Holding West terrace
  • Harbor Tech happy hour 6:30 PM · Holding East lawn

Shared rooms

Two parties, one patio, no double-set tables

Sell the same space twice in one evening. Mark a bar or patio as a shared space, draw the zones a booking can hold, and each party sets out only its own furniture. The room view shows every booking that day, and a table that runs into someone else's setup is outlined before the crew finds it.

  • Zones for an area, particular tables, or a run of seats at a communal table
  • The bar, doors, and kitchen access drawn once for every party
  • Print the room view for the setup crew, day by day

At load-in

The room the client signed is the room the crew sets.

Setup notes, the plan, and every table number print from the order your sales team quoted, so nobody sets the room from memory.

One order from quote to table

The room is booked on the same sales order and quote the client accepts and pays, multi-day weekends included. The floor plan and seating print on the Banquet Event Order, and the kitchen plans plates from production planning. See pricing for plans.

Floor plans with Roux

Describe the room. Roux draws it.

Tell him the room and what goes in it, or upload photos of the space or the venue's plan. He lays out the rounds, the head table, the stage, the bar and the dance floor, to scale. Then keep going in chat: move the bar, add two tables, open up the aisle.

Try asking Roux

  • “Draw the Terrace Ballroom, 10 rounds of 8”
  • “Move the bar by the back door”
  • “Seat the Okafors together at table 4”
  • “Add two more rounds by the windows”

Roux proposes, you approve. Nothing saves until you do, and he only works in the apps you have turned on.

Meet Roux, the AI sous chef

Roux Harbor Tech gala
Terrace Ballroom, 56 by 36 ft. 10 rounds of 8, head table for 6 under the stage, dance floor in the middle, bar by the back door.

AI Tool

Using Floor Plan (drawing)

  • Room set at 56 × 36 ft
  • Stage, dance floor and bar placed
  • 10 rounds of 8 and a head table for 6

Roux

Here's the Terrace Ballroom: 86 seats around the dance floor, head table under the stage, bar by the back door.

Terrace Ballroom 56 × 36 ft · 86 seats
Stage Dance floor Kitchen Bar 1 2 3 4 5 6 7 8 9 10

Changes waiting for your approval

  • Save floor plan: Terrace Ballroom Leave out
Waiting Approved, 1 change saved
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Questions event teams ask

Straight answers about drawing rooms, reusing layouts, shared spaces, and the BEO.

Can Prep Station draw a floor plan from a venue photo?

Yes. Describe the room and the setup, add up to six photos, the venue's floor plan, or a sketch, and Prep Station draws a plan in feet that opens in the editor. Each image uses one OCR credit; a description alone uses none.

Does editing an event's floor plan change the room's saved layout?

No. Booking a room copies its default layout for the setup style onto the event, so the event gets its own plan. If the room's layout changes later, Use the new version pulls the update into the event.

Can we save different setups for the same room?

Yes. Each room keeps Banquet, Cocktail, and Classroom layouts, with one default per style. You can also save layouts for a client's venue address and turn any event plan into a layout.

Is there a 3D view?

Yes. Switch any plan to 3D to look around the room with the client. You move tables and fixtures in the 2D drawing.

Can several parties book the same room at the same time?

Yes. Mark a room as a shared space, like a bar or patio, and draw zones each booking can hold. Each booking sets out only its own furniture, and a table that overlaps another party's furniture is outlined.

Does the floor plan print on the BEO?

Yes. The BEO prints a floor plan page per event with setup notes, the seating chart, plate counts by table, and a server sheet for every table. The plan is frozen when the order is confirmed, and later changes print after you click Publish to BEO.

Which plan includes floor plans and seating?

Rooms & Seating ships in the Operations plan together with equipment rentals, since a function room is booked as a rental. See pricing for current plans.

Prep Station

Every room ready for the next inquiry

Saved layouts for every room, seating on the order, and a BEO the crew can set from.

Try Live Demo
See pricing

No credit card required · Cancel anytime