UPDATE - Assigning Seats at the Reception (Escort Card Efficiency)

l9i · June 2014

Updated to streamline my question and for clarity. We are all on board with the assigned seating - thank you!

I'm having a rather large wedding and reception. What is the best way to convey escort cards or other to let a large number of guests know where their table/seat is without creating confusing or bottlenecks upon arriving? I'm worried listing guests by their table will take too much time and also only have one reference point may take too much time as well. With the main focus being a large group of guests does anyone have tips or tricks for this?

melbelleup · June 2014

l9i said:

Do most people assign seats at the reception? I've been to some that do and some that don't (more that do). I'm having a rather large wedding and reception and feel its best to assign seats so that people at sat with those they know and you don't have half filled tables. This question came up when I was discussing how to accomplish a table list for when guests arrived and my dad thought with so many people and tables it would just be best to let them choose. Has anyone else encountered? If you had assigned tables/seats and a large number of guests what's the best way to let them know their table/seat without creating confusing or bottlenecks upon arriving?

honestly I hate unassigned seats. Big weddings and not assigned seats scare me because if you want your aunt upfront but your friends get there first and take all the front seating, aunt lisa is now in the back and can't see.... Seating charts are not that hard to do. I managed to do 170 people in a few hours (I think like 5 hours, with me doing my real job in between too). I like escort cards because they tell the person what table to go to and you can also indicate meal choices if need be. People still get to choose what seat they would like.

I have mine by aunts/uncles, parent's cousins, neighbors, dog friends (these people all knew me since before birth), car friends (ditto before birth), friends, FI's re-enacting friends (knew him since age 5), and then his friends. It will flow once you start though. Just group people by what category in your like you know them from.

lilacck28 · June 2014

Definitely assign tables. It is so much easier on your guests. To do so, you make escort cards, which are little cards with the name of your guest and a table number. You set them up near the entrance of your reception site. Usually they are set up alphabetically by last name to help your guest find his/her card.

You could also make place cards, which are similar to escort cards, but instead of assigning a table you are assigning the guest's exact seat by placing the card on the table by the seat you choose for them.

Most weddings use escort cards.

KickAssMOH · June 2014

Assign tables using escort cards, have them printed in a font that is readable from a few feet away, and have them set up in alphabetical order. This avoids most of the issues you referenced.

JCbride2015 · June 2014

Yes, you should definitely assign tables. It ensures everyone has a seat with people they know, you can assign family close to the front, and it will keep the tables even and stop people from dragging chairs around. Escort cards are enough; you don't need to assign each seat with place cards.

l9i · June 2014

Glad I'm on the right page with assigned seats. I thought that was the way to go but wanted to check on others thoughts!

I've seen the escort cards (I couldn't think of what they were called in my initial post!) done several ways. I've seen a card for each table listed or displayed, however with so many tables that could get crazy. I've seen the idea of a poster with guests listed alphabetically and then their table number listed by their name. I guess I'm just trying to figure out which is easier and more efficient for guests. I worried about the entranced getting clogged if finding their table takes too much time.

AddieCake · June 2014

I like assigned tables.

RebeccaFlower · June 2014

Glad you're going with assigned seating. I think a chart listed alphabetically might be easier to keep people moving, but also a diagram of the space so they know which direction to head for their table. I hate walking into a room with half the guests already seating and looking at the table numbers.

hyechica81 · June 2014

most venues require assigned seating it helps if you are doing a plated dinner and they know who is eating what at each table.

our chart took a few days to get it right tables of 8-10 each table needed to list how many of each meal
we had to have the cards in alphabetical order and in the back of each card we had to write down the meal choices

melbelleup · June 2014

l9i said:

Glad I'm on the right page with assigned seats. I thought that was the way to go but wanted to check on others thoughts!
I've seen the escort cards (I couldn't think of what they were called in my initial post!) done several ways. I've seen a card for each table listed or displayed, however with so many tables that could get crazy. I've seen the idea of a poster with guests listed alphabetically and then their table number listed by their name. I guess I'm just trying to figure out which is easier and more efficient for guests. I worried about the entranced getting clogged if finding their table takes too much time.

I'd talk to your venue and see what they would recommend. Usually they vote alphabet order for escort cards

l9i · June 2014

Thanks for all the responses so far! I meet with the venue tomorrow so I'll ask on their suggestions as well. I hadn't thought about displaying a diagram to where specific tables are located - I may look into that too!

melbenso · June 2014

I assigned tables, not seats, and I needed to do escort cards anyway because we are having a plated meal and the venue needs to know which meal to serve each guest.

I spent a bunch of time stressing out about it, worried that I'd have odd groups and have to seat some people with a bunch of people they didn't know. In the end, it took me less than an hour to come up with original table assignments (111 people, including us and the bridal party - 13 tables other than the King's Table), which I then ran past FI. I also checked with my mom and dad on the table assignments for our family. Very few changes were made from the initial plan.

Rather than start out by assigning tables, I made a list, putting people into groups based on how they knew us, etc. and not worrying about whether there were the right number of people in those groups. Then I looked to see who in each group also knew people in other groups, so I could float them to a different table if necessary. (FI's friend from high school was a saving grace - he knew people in three different groups that ended up constituting 1/3 of our total tables.)

From there I assigned tables. Some groups were split up and mixed with other groups, but there was always some crossover with the groups: common interest, had met several times at our house before, and so on. Our tables seat 8 comfortably, can fit up to 10. I had some groups of 11or 12 and didn't want to stick one person alone, so I'd move 3 or 4 to another table. Every person/couple knows at least one other person (other than their date) at the table they are assigned to.

And on a personal note, I hate unassigned tables at weddings. You end up with all 11 or 12 of those friends clumped around one too small table and the people who don't know many other people either take up a whole table for 3 people or go wandering around aimlessly looking for a place to sit where they won't intrude on people they don't know.

phira · June 2014

Unless you have a very small wedding (I'd say less than 50 guests) and pretty much all of the guests know each other, assigned tables (or assigned seats) are a really good idea. I think that you'll hear stories from guests and from couples about how they had 150 people and didn't assign tables and everything was fine, but honestly, there are usually plenty of guests who didn't say anything but weren't very happy. Logistically, no assigned tables for a bigger wedding is kind of a nightmare.

Jen4948 · June 2014

I hate unassigned tables at weddings, especially if there is a buffet, because it means that you have to look for an unoccupied seat and hope you find one in a convenient place with people you want to sit with and who are okay with you sitting with them as well.

peachy13 · June 2014

Definitely assign your guests to a specific table. You can easily do this by arranging escort cards (google or pinterest for cute ideas) on a table inside the venue once you're finished mapping out a seating plan. You don't need to assign your guests to a specific seat at the table, but definitely let them know which table they will be at.

Guests expect a table assignment when attending weddings. I think I would have a mini panic attack if I showed up to a wedding and there were no table assignments. I'd be nervous I'd get separated from my friends and wind up with the groom's grandparents or something.

Jen4948 · June 2014

spookyblondebride said:

Definitely assign your guests to a specific table. You can easily do this by arranging escort cards (google or pinterest for cute ideas) on a table inside the venue once you're finished mapping out a seating plan. You don't need to assign your guests to a specific seat at the table, but definitely let them know which table they will be at.

Guests expect a table assignment when attending weddings. I think I would have a mini panic attack if I showed up to a wedding and there were no table assignments. I'd be nervous I'd get separated from my friends and wind up with the groom's grandparents or something.

Your first bolded tends to get frowned on here, because the "cute ideas" on Pinterest often tend to not be good ones.

As for the second, I don't think this is always true. There are a number of people who prefer open seating every time and get insulted by table assignments (they see them erroneously as "the hosts telling them what to do" rather than simply making sure that everyone has a place to sit"). I am definitely not among them though.

ashleyep · June 2014

Also, to add. Generally you have all of cocktail hour to pick up your escort card. I haven't seen too many issues with bottlenecks of people hovering over the escort card table. Go to the bar, grab a drink, and grab your escort card when the crowd disperses a bit.

STARMOON44 · June 2014

Just put the escort cards on a table enough distance from the door that people won't block the entrance in alphabetical order, and put numbers in stands on the tables so people can see them.

mellowmarshmallow · June 2014

The last wedding I went to had posters at the entrance that had all of the guests by last name with their assigned table (e.g Smith, John and Mary... Table 5). It was nice because it could be read from farther away than escort cards, so it went quickly. Granted, that was not a terribly large wedding (100 people).

l9i · June 2014

mellowmarshmallow said:

The last wedding I went to had posters at the entrance that had all of the guests by last name with their assigned table (e.g Smith, John and Mary... Table 5). It was nice because it could be read from farther away than escort cards, so it went quickly. Granted, that was not a terribly large wedding (100 people).

Yes, I was leaning toward a poster blown up with names listed alphabetically then their table number. I figured that would take up less space.

ashleyep said:

Also, to add. Generally you have all of cocktail hour to pick up your escort card. I haven't seen too many issues with bottlenecks of people hovering over the escort card table. Go to the bar, grab a drink, and grab your escort card when the crowd disperses a bit.

Good note on this! We will have a cocktail hour so you're right, they can always walk around or grab a drink if it gets too clustered.

UPDATE - Assigning Seats at the Reception (Escort Card Efficiency)

Re: UPDATE - Assigning Seats at the Reception (Escort Card Efficiency)

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