How to Use Event Lists for Seating, Run-of-Show & Custom Tracking

Sometimes you need a simple, flexible table to track something that does not fit neatly into a schedule, checklist, or budget. A guest list with meal preferences and table assignments. A vendor comparison sheet. An equipment inventory. A volunteer roster with shift times. That is what Event Lists are for - a brand new feature in Ripluo that gives you the flexibility of a spreadsheet with the organization of a planning tool.

Step 1: Create a New List

Navigate to your event and click Lists in the left sidebar. If you do not see it, scroll to "All Tools" at the bottom and turn it on. Click "Create List" and give it a name that describes what you are tracking: "Guest List," "Vendor Comparison," "Equipment Inventory," "Volunteer Schedule," or "Sponsor Deliverables."

You start with a blank table that you will customize with columns tailored to exactly what you need to track.

Creating a new event list with a descriptive name

Step 2: Add Custom Columns

Click "Add Column" to define the data you want to track. Each column has a name and a type:

Text - Free-form text for names, notes, descriptions
Number - Quantities, costs, counts
Select - Dropdown with predefined options (e.g., "Chicken / Fish / Vegetarian")
Date - Dates and deadlines
Checkbox - Yes/no switches for confirmations and statuses

For example, a guest list might have columns for: Name (text), Email (text), Table Number (number), Meal Choice (select), RSVP Received (checkbox), and Dietary Notes (text). Set up the columns first, then start adding rows.

Adding custom columns with different types like text, select, and checkbox

Step 3: Add and Edit Rows

Click "Add Row" to create a new entry. Fill in each column for the row. You can add rows one at a time as information comes in, or batch-add multiple rows when you have a list ready. Click on any cell to edit it directly - no need to open a separate form or window.

Editing cells directly in the table is fast and familiar. If you have ever used a spreadsheet, you already know how to use Event Lists. The difference is that your data is organized within your event, alongside your schedule, budget, and checklist, instead of living in a disconnected file.

Adding rows to the list and editing cells inline

Step 4: Sort and Filter Your Data

As your list grows, sorting and filtering keep it manageable. Click any column header to sort by that column - alphabetically, numerically, or by date. Click again to reverse the sort order.

Use filters to show only the rows that match specific criteria. For example:

Filter the guest list to show only guests who have not RSVP'd
Filter the vendor list to show only vendors in the "Pending Quote" status
Filter the equipment list to show only items that still need to be ordered

Filters make large lists instantly focused. Instead of scrolling through 200 guests to find the 15 who have not responded, one click narrows it down.

Sorting a list by column and applying a filter to narrow results

Step 5: Use Case Ideas

Event Lists are deliberately flexible. Here are some of the most common ways planners use them:

Seating Chart

Columns: Guest Name, Table Number, Seat Number, Meal Choice, Dietary Restrictions, Plus One, RSVP Status. Sort by table number to see each table's composition at a glance.

Vendor Comparison

Columns: Vendor Name, Service Type, Quote Amount, Availability, Rating, Contract Signed. Filter by service type to compare all caterers or all photographers side by side.

Run-of-Show Support

Columns: Time, Activity, Person Responsible, AV Needs, Notes, Status. Use this alongside your schedule for detailed production notes that go beyond what a timeline captures.

Equipment Inventory

Columns: Item, Quantity Needed, Quantity On-Hand, Vendor/Source, Cost, Ordered. Filter by the "Ordered" checkbox to see what still needs to be procured.

Volunteer Roster

Columns: Volunteer Name, Phone, Email, Shift, Role, T-Shirt Size, Checked In. Sort by shift to create printable sign-in sheets for each time block.

Examples of different list configurations for seating, vendors, and equipment

Step 6: Tips for Getting the Most Out of Lists

A few best practices to keep your lists useful:

Use select columns instead of text when the options are finite. "Meal Choice" with a dropdown of Chicken/Fish/Vegetarian is easier to filter than free-text entries.
Use checkboxes for statuses. "RSVP Received," "Contract Signed," "Item Ordered" - checkboxes make binary statuses scannable and filterable.
Keep column count reasonable. If a list has more than 8-10 columns, consider whether it should be two separate lists.
Name your lists clearly. "Guest List - Main Event" is more useful than "List 1" three months from now.

A well-organized list with clear column names and select dropdowns

Get Started for Free

Ready to replace those disconnected spreadsheets? Create your free Ripluo account and start building Event Lists that live alongside your schedule, budget, and checklist. Event Lists are included in the free plan.

Frequently Asked Questions

How are Event Lists different from Checklists?

Checklists are for tracking tasks that need to get done - they have assignees, due dates, priorities, and completion states. Event Lists are for tracking structured data in a table format - guest information, vendor comparisons, equipment inventories, and anything else that fits a rows-and-columns structure.

Can I create multiple lists per event?

Yes. You can create as many lists as you need within each event. Use separate lists for different tracking needs - a guest list, a vendor list, an equipment list, etc.

Can I import data from a spreadsheet?

Currently, you can add rows manually or in bulk. If you are migrating from a spreadsheet, set up your columns to match and add entries directly. The inline editing makes this fast.

Are Event Lists included in the free plan?

Yes. Event Lists with custom columns, sorting, and filtering are available on the free plan at no cost.