Are you dreading the creation of your wedding seating chart? We all know that creating a seating chart that will keep you and ALL your guests happy can be a tricky task, but with some thought and careful consideration, you can ensure that everyone is happy, comfortable and enjoying your wedding day. There are a few things to consider as you sit down and tackle this task. So, here’s our guide of do’s and don’ts to help you design the perfect seating charts that you and your guests will appreciate.
What to DO:
#01: Consider Relationships
As you begin to create your seating chart, you’ll want to think about the dynamics between your guests. Plan on seating friends and family together who get along easily or know each other. You will want to avoid placing people who may not have the best history or may clash. If you have guests that are more of acquaintances or may be brand new to each other, group by shared interest, experiences, or personalities to encourage conversation and to create a fun, easy-going atmosphere.
#02: Use a Layout that is Functional
Make sure that your seating chart is easy to find, easy to read, and navigate. Many couples opt for a traditional seating chart on a frame, acrylic, or physical board. You’ll want to have clear labels, not only on your tables but on your chart, and ensure that the writing is neat and clear. If you’re going for a digital seating chart, ensure that your coordinator has easy access or the list is available on your wedding website. Place your seating chart near the main entrance and keep it visible and easy to navigate. It’s best practice to give your coordinator or caterers a copy of your seating chart so they can help guests who may need help finding their seat.
#03: Think about Special Requests
You’ll want to communicate ahead of time with any guests that may need special or certain accommodations. Some guests may have special needs, such as seating the elderly, pregnant guests, or individuals with mobility issues. You want to aim to accommodate and make their seats in areas that are comfortable and accessible to whatever they need. Ensure you accommodate and plan ahead for any special requests. You can add a button on your wedding website or include it on your RSVP as a note.
#04: Have a Plan for Children
We’ve seen many different plans for children during the wedding day. Some couples choose to have a kids’ area, where they are seated together with activities. If you are planning to create a special kids’ table or area, communication with guests and parents are key. If families have small children or babies, you may want to place them in areas that are easily accessible for strollers or even near the dance for for movement. If kids are not invited, communicate with your guest clearly on your wedding website and invitation to avoid any confusion.
#05: Incorporate your Wedding Theme
This is a fun way to set the theme of your reception! Your seating chart will be one of the first things your guests will see upon arriving at the reception. Tie your seating chart into your overall wedding theme for a cohesive look. Whether it’s rustic, elegant, modern, or tropical, your seating chart should complement your decor and set the mood of your wedding reception.
#06: Assign Seats, if Necessary
Once your theme is decided, you will need to decide if you want to assign guests to tables, or if you want to assign tables and exact seats using escort cards. If you’re planning a formal affair, plan on creating a seating chart with the accompanying escort card at the table. This helps keep the guests organized and ensure that everything goes smoothly. We highly recommend you avoid open seating and assign guests a table, at the least.
#07: Label those Tables
Along with your seating chart, you will need to clearly label your tables. Guests will need to refer to the chart to find their table and there has to be a coordinating table number. This makes it easy for guests to find their seat in a short amount of time and minimizes confusion.
What NOT to do:
#01: Don’t make it Complicated
We love creative seating arrangements, but complicated isn’t always better. Keep it straight forward and consider your guests’ relationships. When it comes to planning, don’t overthink it. Keep your overall chart simple, and don’t allow it to bring you stress. Seat guests where they will feel comfortable and enjoy their evening and keep it simple to avoid overwhelmed guest or confusion.
#02: Don’t Ignore Friendships or Groups
You want your guest to feel comfortable and have a good time. If you know that there are groups of friends that would prefer to sit together - make it happen. Don’t place people who don’t know anyone else at their table unless necessary, too. It’s hard to be the odd man out that is on the outside of a group. If the group is large, split in half and add other guests that would feel comfortable and have common interests. Try not to isolate shy guest, or create uncomfortable situations in a group of strangers.
#03: Keep it Current and Communicate Changes
If there are any last-minute changes to the seating chart, make sure to inform everyone that must know. Updated seating charts should be displayed at the venue so guests can quickly find out if there were any adjustments made. Your guests list and seating chart should be one of the last things you create after your final guest count is in (but don’t wait until the day before!)
#04: Forget about Allergies and Dietary Restrictions
The last thing you want on your wedding day is a medical emergency. Factor in dietary restrictions, allergies, or preferences when making the eating chart, especially if you’ve given guests a choice of meal options. Don’t overlook these details, your guests’ safety comes first.
#05: Don’t Seat Everyone in the Same Age Group
It may sound like a great idea to place all the folks in their 20s together. But, we are a big fan of mixing the age groups at each table. This not only encourages interaction across generations, but it prevents any table from feeling too homogeneous. In addition, shared interests can be across many ages and spark new conversations.
#06: Don’t Forget to Acknowledge your VIPS
Who are your wedding VIPS? You will want to give extra thought to your special guests. This includes parents, grandparents, aunts, uncles, wedding party, and close family friends. You will want their tables placed carefully, and having a special note on their table is always a special touch for them. You want your VIPS seated in a place of honor to make them feel valued at your wedding celebration.
Creating a seating chart is an important part of wedding planning, and it can have a big impact on the overall experience. By following this simple outline, you can create a seating arrangement that works well for everyone and contributes to the success of your big day! Make sure to stay organized, consider your guests' needs, and communicate effectively, and your seating chart will be a success.
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.