How to set up an exam seating plan

An exam seating plan has one job above all others: making sure nobody can see anyone else's paper. It also has to be easy for invigilators to follow, so every student finds the right seat quickly and the exam starts on time.

Step 1: Check the rules first

If your exams are run by an exam board, a university or a testing body, they will have rules on spacing, desk sizes, seat numbering and what can be on the walls. Read those first. They take priority over any general advice, including this guide.

Step 2: Space the desks

• Single desks, all facing the same way, towards the invigilator.
• Equal spacing in every direction, so nobody is closer to a neighbour than anyone else.
• Aisles wide enough for an invigilator to walk every row without brushing desks.
• A clear view of every candidate from the front, with nobody hidden behind a pillar.

Our exam hall template has 30 single desks spaced out in rows.

Step 3: Number the seats

Number desks in a clear, predictable pattern: front to back down each column, or left to right along each row. Put the number on the desk itself, big enough to read from standing height.

Step 4: Put candidates in order

Most schools seat candidates by candidate number or surname. Either works, as long as it's consistent and posted outside the room. Alphabetical order makes it easy for students to find themselves on a list.

Avoid seating friends or regular study partners side by side if you have the choice.

Step 5: Plan for access arrangements

Some students will have arrangements such as extra time, a reader, a scribe, a word processor, rest breaks or a separate room. Plan for them up front:

• Extra time candidates at the side or back, so others leaving doesn't disturb them.
• Word processors near power sockets, at the side of the room.
• Rest breaks near the door.
• Readers and scribes usually need a separate room.

Step 6: Prepare the paperwork

Give invigilators:

• The seating plan, with candidate names and numbers on each desk.
• A list in seat order, for taking attendance.
• Notes on access arrangements and any medical needs.

Post a copy of the plan outside the room so students can find their seats before they enter.

For everyday lessons, see our guide to making a classroom seating chart.