The Dos and Don’ts of Creating a Guest-Approved Seating Chart

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.

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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.

How to Create a Comfortable Atmosphere for Out-of-Town Guests

The second bright spot of your wedding day, beyond saying “I do” to the love of your life, is sharing your wedding day with your loved ones. For many couples, your friends and family members will be joining your wedding day from out of town. It’s important to remember that your guests will make an effort to celebrate with you. This includes making a special effort to travel for you, to your big day! This is your wedding day, but keep in mind you are a host. As like any event, to host means to make your guest feel comfortable, relaxed, and well taken care of. Much like with anything in life, once your basic needs are met, you are able to finally enjoy yourself! The same goes for welcoming your out-of-town guests. Let’s hit the basics of how to create a welcoming and comfortable atmosphere for your out-of-town guests!

#01: Provide Clear Information Early On

If you are hosting a destination wedding, or your guests are traveling from afar, you will need to provide a penalty of information to allow your guests to feel at ease. Plan on sending out wedding invites with details about the event, the venue, and provide details about local accommodations such as hotels or house sharing (Air-BnB). A great way to share all the details is to create a wedding website or digit guide that includes all the logistics – including directions, parking, information, and venue details. If you’re not up to creating a wedding website, include information and accommodation cards for with your RSVPS and formal invitations. The more information the better. It will keep your guests informed and give them a piece of mind before they arrive. Feel free to include restaurant recommendations, local attractions, and things to do with extra time! Being thoughtful with information will allow your guests to feel welcomed before the big day. 

#02: Offer Convenient Accommodation Options 

Your out-of-town guests will need a place to stay for the wedding day or wedding weekend. You can help guests out by reserving a block of rooms at a nearby hotel. Many hotel venues will offer discounts or special rates for weddings, which ultimately will save your guest money. If you’re having a destination wedding or hosting a smaller celebration, you can also consider renting out a home share, or boutique hotel for a more intimate vibe. If you go this route, share the details with your guests so they can book early and secure a spot that works for them!

#03: Create a Welcoming Gift Bag

While this next tip will need to be added to the overall wedding budget, welcome bags are a simple and thoughtful way to greet your guests! And they definitely can be affordable options if ordered in bulk, or with creative, unique, local ideas! We love the idea of local souvenirs, like a magnet or local treats, especially if you are getting married in a place with a unique culture of special history. You can get creative like adding a map of the area, an itinerary of the wedding weekend and events, which your guests are sure to appreciate and will keep them informed. 

#04: Organize a Pre-Wedding Meet-and-Greet

If you are hosting a destination wedding, or a wedding where most of the guests are traveling from out-of-town, consider hosting a casual get together before the wedding. This could be at the rehearsal dinner, a welcome BBQ, or cocktail hour, or even a brunch the day before. This will allow you to see and greet your out-of-town guests all at once, and for you to spend quality time with those who have gone the extra mile to make it to your wedding day. It also gives you a chance to mingle and guest a chance to meet and greet before the day before. 

#05: Provide Transportation Assistance

For guests unfamiliar with the area, transportation can be an added stressor. To make things easier for your guest, arrange transportation to and from the wedding venue. You can hire a shuttle bus, or check with your hotel to see if there is a shuttle that can be utilized. You can also organize carpools or ride shares for groups of individuals. You’ll want to limit venue changes, such as a separate site for ceremony and reception venues if the majority of your guests will be traveling afar. Now, unless of course you provide transportation for your guests. Providing transportation options will make it easier for out-of-town guests to get to the wedding, especially, if they are staying in different locations. 

#06: Keep the Timeline Relaxed 

Weddings can sometimes feel rushed, especially for those coming from out of town or from a different time zone. Having a laid-back wedding timeline, as well as a laid- back wedding weekend, will allow your guests to feel less pressure to rush from one event to another. Consider a longer cocktail hour, a leisurely timeframe for dinner, and time for guests to relax and enjoy themselves. If the wedding is a destination wedding, make sure there’s some flexibility for people to enjoy their surroundings and recover from traveling and stress. 

#07: Plan a Post Wedding Brunch or Farewell Event

Include this in the wedding budget, especially if you’d like to extend an offer to all guests, but we love adding a post-wedding brunch or farewell event for your out-of-town guest the next day. It’s a relaxed way to say goodbye, thank your guests, and catch up before they head home. It also gives everyone one last chance to enjoy each other’s company and recall their favorite parts of your big day. 

#08: Make Sure ALL Feel Included 

Out-of-town guests may not know everyone at the wedding so it is vital to make everyone feel included. Assign a wedding attendant or a family member to check in on them and make sure they know where to go, the timeline for the wedding, and who to talk to if they need to ask a question or for general support. Be thoughtful about your seating arrangement to encourage mingling and meeting new folks! Arrange your seating arrangement to ensure that everyone feels comfortable and involved. 

#09: Offer a Relaxing Atmosphere

After a very long day of traveling and wedding festivities, guests may appreciate a space to unwind. Consider a lounge space in your wedding reception, or an outdoor area. Comfortable seating and a calm ambiance such as soft lighting, cozy corners, and light music, can help out-of-town guests relax and chat after the ceremony. Create a comfortable atmosphere that you will love too!

#10: Don’t Forget to Show your Appreciation 

Express your gratitude to your guests. Personally thank your guests with thank-you notes, a quick chat at the reception, or a shout-out during the reception. Make sure that your guests feel appreciated and valued. We are telling you – this is a MUST and cannot be skipped. Even a small gesture- such as dedicating a song to them, can make your out-of-town guests feel extra special and appreciated. 

Creating a comfortable atmosphere for your out-of-town guests takes a bit of effort, but it’s worth it to ensure they have an enjoyable experience. With clear communication, thoughtful details, and a relaxed environment, you can make your wedding not only unforgettable for you but also a great experience for everyone who traveled to be there.

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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.

How to Get and Stay Fit Without Crash Diets Before Your Wedding

First and foremost, we want you to know that we are firm believers in loving who you are. We also understand and acknowledge that crash diets are NOT safe and we definitely do not recommend that for any of our brides or grooms out there. But, we are human and we know that we are consistently trying to improve ourselves to feel like our best selves. And many people use the time leading up to their wedding to focus on feeling like their best self and oftentimes this includes focusing on how to properly nourish your body and improve your fitness levels.

If you are on this journey, it is important to approach fitness in a sustainable, healthy way. Crash diets can be so tempting, especially when you are wanting quick results. But, take it from me – as I’ve been a victim to crash diets – they lead to burn out, changes in my mood, and long-term cycles of frustration and guilt. We recommend that your wedding fitness and health journey consist of gradual lifestyle changes that keep you energized, confident, and glowing on your wedding day! 

Start with a Healthy Mindset
Before you can even jump into a fitness or nutrition plan, the best place to start is in you mindset. The wedding process can be overwhelming and I’m sure we’ve all seen the effects stress can have on our body. I mean, I know I do – my watch reminds me of the impact daily! Being a bride or groom can also have the overwhelming pressure to look perfect and let’s be real – that can take a toll on your mindset and wellbeing. Focus on being the best version of yourself. Whether it is building strength, feeling more energized, finding a balance, or just saying no to your second helping of donut hotels, find YOUR balance. 

• Set realistic goals: Stay clear of any drastic changes. Drastic changes can often lead to unrealistic long term goals. Create and focus on making small changes and increasing healthy habits. You want your milestones to be achievable and something that will stick and help you remain motivated. 

• Avoid Comparison: Culture and social media can be our worst enemy. With AI and Facetune there are so many unrealistic standards. Your journey is personal and your progress is your own. Never compare your fitness or health journey to others. Focus on YOU. 

Stay Nourished, Not Restricted 
We all hear that one of the best ways to lose weight is to create a calorie deficit. White this is a proven method, you will want to make sure that you are not cutting your calories to the extreme that it is a crash diet. A crash diet is extreme calorie cutting or may have ample food restrictions. Don’t over complicate your meal plans. Find and create meals that feature whole foods and a variety of macros. Crash diets are not sustainable and can be very harmful not just to your body, but your mind, too. Focus on nourishing your body with wholesome, balanced meals. 

• Eat Whole, Nutrient Dense Food: Lean proteins, complex carbs, healthy fats, fruits and veggies. Whole food provides nutrients and will give you energy to power through wedding planner and your workouts. 

• Eat Intuitively: Listen to your body and don’t restrict. Everything in moderation and don’t create fear foods. Moderation note deprivation! 

• Water is your Bestie: Drinking water is something that is crucial to a healthy body and lifestyle! So fill up your water bottle and drink a little bit every hour. 

Create Healthy Habits 
I once read the book Atomic Habits and one of the things it focuses on is consistency over time. The key to any healthy habit is remaining consistent, even when it is tough. It takes time to create habits and time to break bad habits. Adding fitness routines leading up to your wedding day doesn’t mean doing an intense HIIT workout daily, or doing it perfectly. Focus on consistency. Carve out time each day, make mindful choices with your food and focus on creating healthy habits. 

• Create a Schedule: Consistency is easier when it’s intentionally planned. Wherever you plan your workouts, decide what works for you and what will set you up for consistency. 

• Have Fun with It: Your workout doesn’t always have to be in the gym. Take your workout outside! Go on a hike with your partner and turn it into a day date! Have fun with cycling, try a new dance class to prepare for your first dance, and keep it fresh and fun. 

• Celebrate Small Wins: As each day goes by and your routine becomes more and more consistent, celebrate it with a mental high-five. Set backs will happen as you set your schedule, but celebrate getting back on and creating small positive habits that add up. 

Manage your Stress and Sleep 
Did you know that your recover, management of stress and sleep matter too? Your health and fitness levels are impacted by sleep and stress management. It is important to incorporate a plan to keep your stress low, recover from stressful situations, and get some sleep! 

• Make Sleep a Priority: You need sleep. 7-9 hours at night is recommended. Create healthy habits for bedtime to allow deep or REM sleep to support recovery, hormone regulation, and mental clarity. 

• Manage Stress: Planning a wedding can be stressful and this can hinder your overall fitness and health goals. Talk to your circle of people and figure out ways to decrease your stress. Can you hire a wedding planner? Ask for help? Take something off your plate? Figure out how to keep your stress at a manageable level. Staying calm and centered will be a positive impact for your fitness and health journey. 

Your wedding is one of the most important days of your life, if not the most important. Everyone wants to look their best at their wedding, but feeling great is even better. Don’t let the crash diet temptation consume you. We encourage you to embrace healthy and sustainable habits that are not just for your wedding journey, but will be a part of your life post-wedding. 

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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.