Your ultimate guide to creating your wedding seating chart
Image : Mitch & Tijana
So many brides struggle with their wedding seating chart and find the job very overwhelming and stressful. It’s a bit like starting and finishing a jigsaw puzzle - and some people just ain’t into those (not sure why, puzzles are SO MUCH FUN! Hah!)
But never fear - if you follow these steps and handy tips for arranging your seating plans, you’ll be able to tick this task off your list with minimal stress and overwhelm, promise!
START HERE ⬇️
WHEN TO START
I’ve seen a lot of recommendations around about starting to approach your seating plan about 2-3 weeks out. I would recommend more along the lines of 4-6 weeks at least, especially if you know you will be needing to get charts or stationery printed before your day.
You will need to make sure your RSVP date is within this time frame as well, with a buffer period, as you most certainly will be chasing up guests who miss the RSVP cut off date (unfortunately!)
HOW TO STYLE
Next up - pick your table style. This may already be a decision you have decided on depending on what your venue offers, or what hire items you have ordered for your day. You’ll need to think about table shape, how many tables you’ll need and how you would like them to be arranged in the venue.
The shape of your tables will determine how many people can be seated at each and how many tables you will need. Rectangular tables make it easier for guests to chat to the guests across from them, but round tables might be a better option for your venue space.
Make sure to leave room for your dance floor and include room for your band or DJ, the bar, your cake and/or dessert table, gift table and maybe a champagne tower if that’s something you’re going with. You’ll also want enough aisles for everyone to move freely around the room when needed.
Use your venue coordinator if there is one, and ask about previous weddings and how the room you have booked has been styled before.
WHERE EACH PERSON SITS
Next up is the individual placement. There’s no set checklist for helping pick each spot, but here’s some handy tips that may help you decide where to seat everyone:
You could choose seat guests at a particular table and have them choose their own seat once they get there.
Use a pen and paper. Literally draw out your floor plan with all elements of the reception included - your bar, DJ, dance floor, cake table, etc. Once your floor plan is mapped out, use a post-it for each guest so they can be arranged and rearranged accordingly and you aren’t working with a messy floor plan full of cross outs and rejigs!
Organise your guests in groups - school friends, work colleagues, sports club friends. You don’t have to seat them together, but it’s a great way to identify who already knows who, and if they get along.
Find common interests - when you have remaining guests you need to seat, consider their life experiences and hobbies. You want to create a fun atmosphere for your guests, so sitting similar people together could mean they’ll form new friendships too!
Don’t have a singles table! Your wedding day is not a day for you to play Cupid. Focus on guests having similar interests or experiences and again, focus on the atmosphere and vibes you want to create on your day.
WHERE ARE YOU SITTING?
The bridal table should be front and centre on your wedding day. Generally, your bridal, or head, table is a long rectangular table, located at the front of the venue, where all seated guests can see you. Your table includes you and your groom, and the members of your wedding party.
A few different options to this would be seating your parents with you - or a few close friends (depending on if you have a wedding party or not).
Another option is to have a sweetheart table - reserved just for you and your groom. This could be a great option if you’re looking for a few more quiet moments with your new husband.
WHAT ABOUT YOUR WEDDING PARTY?
Most members of your wedding party will have a plus-one. Depending on the size of your party, these plus-ones could be included in your bridal table (ideal if you have just one friend standing by your side on your day) or they could have their own seat somewhere else in the venue. If the plus-ones know other people at the wedding, it’s a great idea to seat them with their friends. It can be an option to seat all the plus-ones together as they’re all in the same situation as each other, but you can also have them join other tables too.
Another wedding party option could be to sit your wedding party members around the room at other various tables, with their plus-ones. This would be a great way to seat them if you decided to have a sweetheart table for the two of you.
SEAT YOUR PARENTS CLOSE
Hot tip for parents, grandparents and elderly guests - place them at the front of the room, so they can see you with a clear line of sight and can hear the speeches.
It’s up to you if you want to seat families together or separate - there’s no tradition stating they must sit separately (like the traditional sides in a ceremony).
WHAT TO DO WITH KIDS
If you’re having kids at your wedding, definitely have a kid’s table - or a teenager table. You know kids will be bored sitting with adults, and just want to be around other kids anyway, so it’s a great way to give parents a bit of a break too!
CONSIDER THE NEEDS OF GUESTS
Guests with babies or small children in prams will need to be placed at the back of the room for easy access to facilities and outside. Plus, you don’t want a pram in the middle of an aisle, right at the front of the room.
Grandparents and elderly guests will have a better time in a well-lit area of the room, away from the band or DJ so they can hear more clearly. This could be at the front of the room, or off to the side, but away from the dance floor.
CHARTS, PLACE CARDS + STATIONERY
Once you have finalised everyone’s seats (YAY!) you’ll need to create a seating chart, place cards and your table numbers. This is your chance to get your creativity flowing!
Here in Australia we tend to use seating charts with table numbers as guides for directing guests to their seats. But have you heard of escort cards?
Escort cards are considered a little less formal than place cards, as they’re used to direct guests to a table and not a specific seat. They are usually placed outside or at the front of your reception venue, in alphabetical order of guests names, to make it easy, fast and a smooth process for guests to find their tables. They don’t necessarily have to be cards, and there are so many creative ways you could do this - just take a look on Pinterest!
A place card can then direct them once they’re at the table, if you are having specific seating too.
A seating chart is usually arranged by table number or name, rather than guest name, so it can take guests a little longer to find their name and corresponding table, if this is what you’re using.
Whatever option you choose, make sure you check and triple check all your arrangements before anything gets sent off to print. I’ve seen numerous charts with spelling errors, mismatched seating (that could be through reception set up and not the actual chart itself) and missing names. Once you’re sure it’s all correct - send it off to print!
Hopefully by following these tips and this guide, you were able to complete your seating arrangements without the stress and overwhelm. Share this blog post with someone who might find it useful, and check out our Instagram for even more helpful wedding planning tips!