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SetPlan’s 3D view of a garden ceremony, with two blocks of chairs, an aisle and an arch
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SetPlan

A friend of mine styles weddings, and every change a couple makes costs them an evening of updates. I designed SetPlan so one change reaches everyone at once.

Year

2026

Role

Solo designer

Platform

Web and phone

Status

Prototype

The problem

A friend of mine styles weddings. Their stock lives in a spreadsheet, the venue’s floor plan comes as a PDF, the quote is a separate file and the crew gets printed notes. When a couple changes one thing, all four get updated by hand, usually late at night.

The idea

I wanted one plan for each wedding, laid out on the real venue. The quote, the couple’s page, the setup sheet and the crew’s checklist all come from that plan, so a change is made once and reaches everyone.

What I did

I talked it through with my friend, then designed it end to end on my own and made a clickable prototype: 23 screens for the stylist, the couple and the crew.

What made it hard

  1. 01

    Venue plans are unreliable

    They arrive as PDFs that have to be scaled by hand, and some venues don’t have one at all.

    Chapter 02

  2. 02

    Stock is shared

    A stylist owns a set number of each piece, and other weddings on the same date may already be using them.

    Chapter 03

  3. 03

    The plan keeps changing

    Couples change their minds after the quote and venues have rules. Each change has to reach the quote, the couple and the crew.

    Chapter 04

Amara & Theo · Kinross Estate

One plan

v1
v2
v3

  • Stylist · web

    Quote

    Changes with every piece placed.

  • Couple · phone

    Couple’s page

    Pick a layout, approve each version.

  • Crew lead · A4

    Setup sheet

    Every piece numbered on the plan.

  • Crew · phone

    Checklist

    Ticks and photos, saved without signal.

Fig. 1
One plan, four outputs

01

The plan editor

This is the screen I spent the most time on. The stylist drags pieces from their catalogue onto the venue, in 2D or 3D. While they work, the editor checks that every guest has a seat, that the pieces aren’t booked out on that date, and that the venue allows them. The quote on the right updates with each change.

Recorded from the prototype: in the plan editor the stylist switches the chairs from 8 rows of 6 to 6 rows of 8, looks at the plan in 2D, goes back to 3D and back to 8 rows of 6
Fig. 2
Plan editor
Recorded from the prototype
Recorded from the prototype: the aisle is widened from 1.0 m to 1.4 m and the warning that it is tight goes away, then it is narrowed again
Seating panel

Rows and aisle in one place. It warns when the aisle gets too narrow and counts every seat.

A venue rule: enclosed flames only, 6 open candles, with a button to use hurricane glass
Venue rule

Shows up the moment a piece breaks a rule, with the fix right next to it.

Recorded from the prototype: a row of chairs is added to the plan and the total goes from 7,383.97 to 7,651.93 dollars with the difference since version 2, then the row is taken away again
Quote

Add a row of chairs and the total, fees and deposit change at once, with the difference since the last approved version.

The events screen: four couples, each with a 3D preview of their venue and their next step
Fig. 3
Events

Upcoming weddings, each with the next thing to do.

Recorded from the prototype: in a new plan the stylist picks Kinross Estate, The Glasshouse, Hollis House and Wattle Court in turn, and each venue appears in 3D with the seating
Fig. 4
New plan
Recorded from the prototype

The guest count comes from the couple’s enquiry. The stylist picks the venue and a seating layout.

02

Adding a venue

Venues usually send their floor plan as a PDF, so the stylist traces it. They pick the pages they need, set the scale from two points a known distance apart, and draw the spaces, features and rules. If they share it to the venue library, the next stylist working there can use it.

Recorded from the prototype: tracing Hollis House, the stylist opens the venue’s rules, then its spaces with their measurements, then its features
Fig. 5
Tracing a venue
Recorded from the prototype

Some of the venue’s rules are read from the notes on its plan. All of them show up as warnings while the stylist plans.

The venue library: three venues, marked verified by venue, traced by a stylist and from measurements
Venue library

Each venue says where its plan came from: the venue, a stylist or measurements.

Scale and north: a 30 m distance, the scale bar at 10.04 of 10 m, north from the sheet and an accuracy of plus or minus 0.2 m
Scale

Two points a known distance apart set the scale, and the panel shows how accurate it is.

Recorded from the prototype: a sketched venue changes from a rectangle to an L-shape to an oval, then from lawn to paving
Sketch

No plan yet? A rough shape, its size, the surface and the gate are enough to start.

03

Stock and pricing

Each piece in the catalogue has a price, how many the stylist owns and how long it takes to set up. If a plan needs more than are free on that date, the editor says how many are short, where the rest are, and offers a stand-in. Delivery zones, crew rates and the deposit are set once in settings, and every quote uses them.

Recorded from the prototype: the stylist adds a row of chairs, the editor shows 12 chairs short because 24 are at another wedding that day, and the stylist uses 12 ghost chairs instead
Fig. 6
Running short
Recorded from the prototype

One more row needs 12 more chairs. 24 are at another wedding that day, so the editor offers 12 ghost chairs and adds them to the quote.

A catalogue item, the oak crossback chair, with its price, stock and the dates it is booked
Fig. 7
Catalogue
Settings: pricing, delivery zones, crew rates and what the couple’s page shows
Fig. 8
Settings
Recorded from the prototype: the deposit goes from 30 to 35 percent and the worked example’s deposit changes; with prices no longer including GST the example total goes from 3,678 to 3,993 dollars
Pricing

GST, the deposit and the minimum spend are set once, with a worked example of how a quote adds up.

04

One change, start to finish

Kinross Estate allows enclosed flames only. The editor flags the six open candles, and one click puts them in hurricane glass. That edit starts version 3. The couple sees only what changed and approves it on their phone. The setup sheet and the crew’s checklist follow version 3, and on the day the crew ticks off each piece, with or without signal.

Recorded from the prototype: the editor warns that the venue allows enclosed flames only, the stylist uses hurricane glass, and the quote and the changes since version 2 update
Fig. 9
The venue rule, fixed
Recorded from the prototype

The fix goes straight into the quote and into the list of changes since version 2, ready to send.

Recorded from the prototype: on the couple’s page the ceremony is shown from above, then at eye level as a guest would see it, then as a plan
Fig. 10
The couple’s page

Two layouts with their prices, and the ceremony from above, at eye level and as a plan.

Recorded from the prototype: the couple sees one change to approve, candles moved into hurricane glass with the new total, and approves it
Fig. 11
Approving version 3

Only what changed, with the new total.

Recorded from the prototype: the crew marks the chairs and the aisle flowers as placed, and the count goes from 71 to 115 of 120 while the phone has no signal
Fig. 12
Setup day

Pieces are ticked off by area. Without signal, ticks and photos wait on the phone.

Decisions

  1. 01

    Problems come with a fix

    Chose

    When a piece breaks a venue rule or runs short, the editor says so straight away and offers a fix with its price.

    Instead of

    A list of errors to sort out before sending.

    The cost

    Each piece needs a sensible stand-in set up ahead of time, and warnings have to stay short so they don’t crowd the plan.

  2. 02

    The price is always in view

    Chose

    The quote sits next to the plan and changes with every piece.

    Instead of

    Building the quote as a last step.

    The cost

    Less room for the plan, so the quote is kept to one line per piece.

  3. 03

    Every change is a new version

    Chose

    Once the couple approves, the plan is locked. Later edits become a draft of the next version, and the couple approves only what changed.

    Instead of

    Editing the approved plan and sending the whole thing again.

    The cost

    One more step for the stylist, who sends each version, but the couple never rereads the whole plan.

  4. 04

    Measurements say where they came from

    Chose

    Every venue shows its source (the venue, a stylist or measurements) and how accurate its scale is. A rough sketch is enough to start.

    Instead of

    Treating every floor plan as exact.

    The cost

    Tracing takes a few more steps, and some plans start rough and are fixed later.

  5. 05

    The crew app works offline

    Chose

    Ticks and photos are saved on the phone and sync when there is signal.

    Instead of

    Needing a connection at the venue.

    The cost

    The stylist can see progress late, so the app says plainly what is waiting to sync.

What I’d test next

SetPlan hasn’t been used for a real wedding yet. These are the first things I’d check.

  1. 01

    Time to a first quote

    Give three stylists a wedding they’re planning now and time the first quote, compared with how they do it today.

  2. 02

    Approving on the phone

    Watch whether couples approve each version on their phone, or still ask for a PDF.

  3. 03

    Venues sharing their plans

    See if venues will check their own plans in the library, or if stylists end up tracing every venue.

  4. 04

    A real setup, offline

    Run the crew checklist at a real setup and see what goes wrong when the phone has no signal for hours.

More work

Bureau6

US economic data, mapped state by state.

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