Three different jobs
These items are often mixed up, but each solves a separate problem. You can use one, two or all three depending on how formal the event is and how many guests you have.
- Escort cards tell each guest which table to go to. Guests pick up their own card at the entrance.
- Place cards sit at a seat and tell the guest which chair is theirs. They need an exact seat assignment.
- A seating chart sign lists every guest and table in one display, so guests find their name on one board.
Which one to pick
For a small dinner, a single sign by the entrance is enough. Escort cards make sense when you want a table-level plan but guests can choose their chair. Place cards take the most work, because you must assign every seat and update them if anyone cancels. Many couples skip them for large weddings.
Alphabetical or by table
An alphabetical display lists guests by last name with the table beside each name. It is easiest to scan, because people look up their own name. A by-table display lists each table with its guests underneath, which lets guests see who they sit with and is more visual, but it is slower to search at a busy entrance. For a crowd of more than about fifty, alphabetical usually moves faster.
Try both layouts on screen if you can, and ask a friend to find a name in each before you choose.
A QR find-my-seat option
You can add a QR code to a sign or invitation that opens a find-my-seat page. Guests type their name and see their table. It saves paper and handles late changes, but it has limits.
- Guests need a phone, a signal and a camera app that reads QR codes.
- Venues with poor reception can make the page slow to load.
- Some older guests will prefer a printed list.
Always keep a printed backup
Put a printed seating chart at the entrance even if you offer a QR code. Print a copy for the host or planner as well. Check spelling and table numbers once more before printing, because a typo on a sign is hard to fix when guests are already arriving.
Have a correction or a suggestion? Tell the studio.