Event Seating Guidelines:
Below are key details to creating your event reception seating:
1. Request the diagram: If you have not already received your diagram please request it from your Sticks Event Manager (Anthony).
Here's a sample of what that could look like: LINK
2. Setting 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 snaking motion. Even though you may expect tables 1 and 2 to be the closest family members they are actual the ones furthest from the head table. This is because 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. If you'd like please email the Sticks Event Manager (Anthony) and he will provide you with a digram with correct table numbers.
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 2 to 3 extra tables 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 or an escort sign/poster (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 with either a graphic (a chicken, cow, veggie graphic) or it can say the word of their food choices. Either way, it should be easy for the server to identify the meal choice. Don't forget to include your vendor table in this so that their place cards can match the rest of the tables. Also, you'll need to add an Escort Card table (and linen) on your rental sheet or you may do a seating chart on a sign (don't forget the easel).
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 (often at a discounted meal rate from the caterer).
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, please place a little number indicating the number of chairs at each table so that staff can set the correct amount of chairs around each table
- A list by table number
- A List by last name
- If having meal choices, a list of how many of each meal type at each table (the caterer needs to this so they bring the correct tray of food to each table). 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!
Also, with meal choices the caterer will want an overall list of how many total chicken, fish, beef, pork, veggie, gluten free, and children's meals.
5. Place Cards and Escort Cards: Please remember when providing escort cards they should be alphabetized by last name. When providing place cards they should be in separate baggies by table number and in the order that they will sit at each table (so that each guest and their dates card should be next to each other). 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. Please also provide the table diagram with correct seating.
6. Sticks Tables: There are six 8 top tables provided to you as part of your rental. They are 60inch rounds and sit 8 guests. One of the 8 tops will be table 1 and used for vendors/extra seating. The rest of the tables are rented 72inch rounds and they sit 10 guests. If needed, you can seat 9 at an 8top and 11 at a 10top (just not ideal). VERY IMPORTANT: So remember, as you assign people to their tables 5 of the tables will be 8tops (not counting the vendor table). You will decide the placement of those based on your overall diagram.
Here's a sample of what that could look like: LINK
2. Setting 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 snaking motion. Even though you may expect tables 1 and 2 to be the closest family members they are actual the ones furthest from the head table. This is because 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. If you'd like please email the Sticks Event Manager (Anthony) and he will provide you with a digram with correct table numbers.
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 2 to 3 extra tables 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 or an escort sign/poster (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 with either a graphic (a chicken, cow, veggie graphic) or it can say the word of their food choices. Either way, it should be easy for the server to identify the meal choice. Don't forget to include your vendor table in this so that their place cards can match the rest of the tables. Also, you'll need to add an Escort Card table (and linen) on your rental sheet or you may do a seating chart on a sign (don't forget the easel).
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 (often at a discounted meal rate from the caterer).
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, please place a little number indicating the number of chairs at each table so that staff can set the correct amount of chairs around each table
- A list by table number
- A List by last name
- If having meal choices, a list of how many of each meal type at each table (the caterer needs to this so they bring the correct tray of food to each table). 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!
Also, with meal choices the caterer will want an overall list of how many total chicken, fish, beef, pork, veggie, gluten free, and children's meals.
5. Place Cards and Escort Cards: Please remember when providing escort cards they should be alphabetized by last name. When providing place cards they should be in separate baggies by table number and in the order that they will sit at each table (so that each guest and their dates card should be next to each other). 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. Please also provide the table diagram with correct seating.
6. Sticks Tables: There are six 8 top tables provided to you as part of your rental. They are 60inch rounds and sit 8 guests. One of the 8 tops will be table 1 and used for vendors/extra seating. The rest of the tables are rented 72inch rounds and they sit 10 guests. If needed, you can seat 9 at an 8top and 11 at a 10top (just not ideal). VERY IMPORTANT: So remember, as you assign people to their tables 5 of the tables will be 8tops (not counting the vendor table). You will decide the placement of those based on your overall diagram.
Need help with printing escort cards, place cards, and or an escort card sign? We offer print and designs services and can match your overall invitation look including fonts, email Anthony for more information or click below for more details:
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, gluten free, 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 - Note: Everyone gets their own escort card - do not put 2 people on 1 card, this causes confusion and other 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.
- 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, gluten free, 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 - Note: Everyone gets their own escort card - do not put 2 people on 1 card, this causes confusion and other 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.