Gravity Forms
+ Event Rosters, Rooming & Dietary Lists

Registration forms collect everything an event needs: names, groups, who people want to room with, dietary needs, allergies, T-shirt sizes and meal choices. Turning those entries into a rooming list, a seating plan, a bus list and a caterer’s count usually means a long night in a spreadsheet. The Gravity Forms Event Rosters, Rooming & Dietary Lists add-on does that step inside WordPress, from the entries of any form.

Create a board of rooms, tables, buses or groups, each with a capacity and optional tags such as accessible. Place people by drag and drop or with the keyboard, or let auto-assign place everyone by your rules: keep families together, one gender or age band per room, separate leaders across buses, honour mutual “room with” requests and keep accessible rooms for the people who need them. You see a preview with the numbers before anything changes, and capacity is checked on the server for every move. Lock the board when it is final.

Summaries count dietary needs, T-shirt sizes, meal choices and any other answer for the whole event and per place, with allergy flags highlighted. Print one list per place, download PDF lists or name badges, or export CSV. The {roster:Board} merge tag and an “assignment ready” notification tell each attendee their own place. Dietary and allergy answers stay on admin screens; every change is logged; nothing leaves your server. For Gravity Forms 2.9 and newer.

The add-on reads the active entries of the form through the Gravity Forms API and keeps assignments in its own tables, so entries are never changed. Each move is checked on the server against the capacity of the place before and after it is written, and refused with a clear message when the place is full or the board is locked. Auto-assign builds units of people who must stay together (same family or group, mutual requests), places people with needs first, then people with one-way requests, then larger units, and picks for each unit the best place that fits the capacity, the tags, the same-answer and the separate rules; one-way requests are then honoured by a move or a swap where the rules allow. The result is the same every time for the same board. The preview shows the plan and its numbers; apply writes exactly that plan, and is refused if the board changed since the preview. Summaries and lists are built from the same entries, the PDFs are drawn on your own server with a bundled library, and the merge tag only ever returns an attendee’s own place. The add-on makes no outside HTTP request beyond the licence and update checks.