Event Seating Guidelines:
Below are key details to creating your event reception seating:
1. Create the diagram: Here's a sample of what that could look like: LINK
2. Set the table numbers: The protocol for placing table numbers are based on fine dining standards which has the numbers sweep from left to right in a snacking motion. Even though you may expect tables 1 and 2 to be the closest family members they are actual the ones furthest from the headtable. As the table numbers should read left to right and are not based on importance of the guests seated at the tables. This is important so that guests can easily find their tables and staff can direct them easily too.
3. Decide on open seating versus assigned: Open seating means that you are not providing guests with an assigned table (this is not recommended). If you're having open seating you'll need 1 to 2 extra table beyond your guest count as people will not sit at every chair at a table unless they have been assigned to do so. If having assigned seating you'll need escort cards (and maybe place cards). Escort cards direct guests their assigned table and place cards direct guests to their assigned seat. You'll need both escort cards and place cards if you had meal choices on the RSVP card. The place card should indicate which meal the guest picked (usually a small photo of a chicken, cow, or a carrot for veggie meals). Take Note: Every guest gets their own Escort Card, you do not put 2 people on 1 card - this causes many issues and it's not proper etiquette. Here's a link to some blank forms to use, these can really help: LINK
4. Unexpected changes: At every wedding there is at least 1 or 2 people (sometimes more) that either show up that did not RSVP, were missed from the list, or that decided that they do not want to sit next to the guests you've placed them with (happens far too often!). Because of this you should have an extra backup table. This also is the table that your vendors will sit at (coordinators, DJ, photographers, video, etc.) and then vendors can give up their seats and move elsewhere if those seats are needed for these unexpected seating changes. You may also have a few seats scattered around the room for these changes or the last option is that you may have chairs and full place settings (cups, napkins, etc.) sitting in back ready for staff to move them into a spot as needed. Please note: The vendors that are on-site with you do require a meal and the caterer will bill you for this. This is standard etiquette. They eat when you eat. The on-site vendors are typically the photographer, and 2nd shooter, video and their helpers, planning and their staff, DJ and any of their staff. The catering company will take care of servers and bar staff with employee meals (you do not pay for those). The other vendors will be in your final count.
4. Lists: In order for the event staff, hosts, or hostess to help guests find their tables easily you'll need the following:
- A printed diagram of the room with the associated table numbers
- A list by table number
- A List by last name
These are needed so that it's easy for those helpers to find a guest on the list that can not find their seat. Then if they aren't on the list that's when one of those 'extra' seats will come in handy!
1. Create the diagram: Here's a sample of what that could look like: LINK
2. Set the table numbers: The protocol for placing table numbers are based on fine dining standards which has the numbers sweep from left to right in a snacking motion. Even though you may expect tables 1 and 2 to be the closest family members they are actual the ones furthest from the headtable. As the table numbers should read left to right and are not based on importance of the guests seated at the tables. This is important so that guests can easily find their tables and staff can direct them easily too.
3. Decide on open seating versus assigned: Open seating means that you are not providing guests with an assigned table (this is not recommended). If you're having open seating you'll need 1 to 2 extra table beyond your guest count as people will not sit at every chair at a table unless they have been assigned to do so. If having assigned seating you'll need escort cards (and maybe place cards). Escort cards direct guests their assigned table and place cards direct guests to their assigned seat. You'll need both escort cards and place cards if you had meal choices on the RSVP card. The place card should indicate which meal the guest picked (usually a small photo of a chicken, cow, or a carrot for veggie meals). Take Note: Every guest gets their own Escort Card, you do not put 2 people on 1 card - this causes many issues and it's not proper etiquette. Here's a link to some blank forms to use, these can really help: LINK
4. Unexpected changes: At every wedding there is at least 1 or 2 people (sometimes more) that either show up that did not RSVP, were missed from the list, or that decided that they do not want to sit next to the guests you've placed them with (happens far too often!). Because of this you should have an extra backup table. This also is the table that your vendors will sit at (coordinators, DJ, photographers, video, etc.) and then vendors can give up their seats and move elsewhere if those seats are needed for these unexpected seating changes. You may also have a few seats scattered around the room for these changes or the last option is that you may have chairs and full place settings (cups, napkins, etc.) sitting in back ready for staff to move them into a spot as needed. Please note: The vendors that are on-site with you do require a meal and the caterer will bill you for this. This is standard etiquette. They eat when you eat. The on-site vendors are typically the photographer, and 2nd shooter, video and their helpers, planning and their staff, DJ and any of their staff. The catering company will take care of servers and bar staff with employee meals (you do not pay for those). The other vendors will be in your final count.
4. Lists: In order for the event staff, hosts, or hostess to help guests find their tables easily you'll need the following:
- A printed diagram of the room with the associated table numbers
- A list by table number
- A List by last name
These are needed so that it's easy for those helpers to find a guest on the list that can not find their seat. Then if they aren't on the list that's when one of those 'extra' seats will come in handy!
Please don't forget the following:
- Lists organized by last name and table number, yes both are needed
- If having food options, the total number of beef, chicken, pork, children's meal. and veggie at each table (this is needed for the serving staff)
- All place cards should be organized in baggies next to the person they are sitting next to
- All escort cards need alphabetized by last name - ever person needs their own escort card (do not make 1 per couple this causes lots of issues).
- Extra blank escort and place cards for emergency backup
- Don't forget to add your vendors to the list, the caterer needs them in the count too.
- A diagram with table numbers and the number of chairs needed around each table
- Lists organized by last name and table number, yes both are needed
- If having food options, the total number of beef, chicken, pork, children's meal. and veggie at each table (this is needed for the serving staff)
- All place cards should be organized in baggies next to the person they are sitting next to
- All escort cards need alphabetized by last name - ever person needs their own escort card (do not make 1 per couple this causes lots of issues).
- Extra blank escort and place cards for emergency backup
- Don't forget to add your vendors to the list, the caterer needs them in the count too.
- A diagram with table numbers and the number of chairs needed around each table
Downloadable Chart:
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