How to Make a Wedding Seating Chart
Like oil and water, some family members and friends just don't mix. Taking the time to seat your guests can reduce familial tensions and ensure that your wedding reception is enjoyable for all. As soon as you send out invitations, start thinking about your guest list and which groups of people are best suited to one another. Don't leave the seating chart until the last-minute; give yourself as much lead time with this as you would with
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Things You'll Need
- Venue floor plan
- Large sheet of heavyweight paper
- Pencil
- Spreadsheet
- Small sticky notes in different colors
- RSVP list
Instructions
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Sketch the layout of your reception's venue, or ask your contact there for a set of room plans that includes a table layout.
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Based on your sketches or the venue's plans, create a more permanent table plan on a large sheet of heavyweight paper. Draw every table and chair. This doesn't need to be fancy — just use a set of circles for the table and small squares to represent the chairs. Make the circles and squares large enough to accommodate numbers, names or any other marks or notes you need to include. Also draw all entrances and exits, the DJ's station, the stage and dance floor and any other tables or stations that will affect the layout of the room.
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Come up with a numbering or naming pattern for your tables. You can simply assign each table a number, or you can name the tables based on a theme — for example, if you're having a "garden party" wedding, you can name each table after a different type of flower. This might be preferable if you have sensitive guests that will feel they were "stuck in the back" if they get place cards for "Table 20." Make sure the numbers or names are clearly written on each table appearing on your floor plan. If using a numbering system, make sure the numbers flow in a logical order around the room to make it easy for both guests and waitstaff to find the correct tables.
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Create a spreadsheet that lists each table and the number of seats available at each. You might need to double check this with your contact at the wedding venue.
Using a program like Excel makes this process easier, as you can sort tables and guests' names with easy to remember tags like, "college friends." You'll also be able to alphabetize and export guests' names and table numbers into a list format for whomever is printing the place cards.
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Once all of your RSVPs are in, start sorting and classifying your guests. An easy way to do this is with small sticky notes in different colors. You can arrange the sticky notes on a bulletin board or wall to get your bearings, or simply start placing them on the floor plan you created. Sticky notes are perfect for this planning stage because you can change your mind many times over.
Easy ways to group guests include: immediate family, distant family (by last name if you have large family units), friends from work, high-school or college friends and friends of the family. You will, of course, need to make adjustments and mix and match some groups.
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Decide if there will be a large head table with all immediate family, a more selective head table with wedding party members only or a "sweetheart" table for just you and your spouse. If you decide to forgo a large head table, as a courtesy ask your most immediate and important family members — parents, siblings, grandparents — where they would like to sit.
Although entertaining seating requests from too many guests will cause you unnecessary headaches, it's worth reaching out to anyone who's likely to puzzle you — feuding family members, or people that are between age groups like teenaged cousins. The less guesswork you have to do, the less stressful this process will be.
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Seat those with special needs. Elderly guests will appreciate being away from a noisy DJ, close to facilities and for the most part, away from young children. Likewise, disabled guests will benefit from seating close to ramps, exit points and restrooms.
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Seat all family members, even distant family. Make every effort to seat family as close to the head table as possible. Once their seating is in place you can work on placing friends.
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If you're allowing children at your wedding, consider creating a kids table. This table should be relatively close to the dance floor so they can burn up some energy. But do remember that devoting a whole table to children could be a risky. To play it safe, keep children under 8 seated with their parents.
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Aim for equal numbers of men and women at each table. This will create a feeling of balance and avoid anyone feeling outnumbered. Similarly, a nice mix of singles and couples at each table will ensure that no single friends will think they're being set up or marginalized by being stuck at the "singles table."
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Always keep at least two tables free at the back of the room. One should be reserved for those working at your wedding (e.g., photographers, band, DJs, performers). The other should be kept available for anyone who failed to RSVP and anyone who accepts at the last minute.
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Fill in your spreadsheet as you go, starting with any seating arrangements you're certain won't change — family tables, friends tables that are anchored by wedding party members or certain couples.
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Create the final version of your seating chart and spreadsheet a day or two before the wedding. These should be neatly laid out and clearly show the seating assignments. Bring both to your wedding venue to aid in set-up and prevent any problems on your big day.
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Tips & Warnings
Adding menu choices to the caterer's version of the wedding seating plan can help staff spot any special meal orders quickly.
Always ensure ex-spouses or ex-partners are kept at a safe distance from each other.
Avoid seating same-sex couples with those who may take offense — that won't be comfortable for anyone seated at the table.
References
- Photo Credit Squidoo
