Planning A Wedding Table: A Guide To Seating Arrangements

Planning a wedding table plan can be a daunting task, but it doesn't have to be scary. A table plan ensures that everyone has a seat, likely next to people they know or have something in common with, and helps catering staff manage dietary requirements. It also means that VIP guests are sitting where you want them to be, and that your guests are relaxed and focused on celebrating.

There are two main types of table plans: assigning people to tables but letting them choose their own seats, or assigning guests to specific seats. The latter is recommended for formal sit-down meals, as it helps waiting staff manage dinner service.

To create a table plan, you'll need a confirmed guest list, a room layout from your venue, and a clear idea of the number and shape of tables. You can use online tools or paper plates to play around with configurations until everyone is seated. It's best to keep the number of people involved in the planning to a minimum and to seat like-minded people together.

Table shapes and sizes

When it comes to table shapes and sizes, there are a few things to consider when making a table plan for a wedding. Firstly, it's important to have a realistic number in mind for how many people can comfortably and safely sit at each table. The venue or rental company can assist in determining this number. The size and shape of the tables will dictate how many guests can be seated, so it's crucial to choose tables that can accommodate the number of guests per table while also ensuring their comfort and safety.

There are typically four standard table shapes to choose from: round, rectangular, oval, and square. Each table shape has its own benefits. For example, rectangular tables can fit a greater number of people within a given space, and it's easier for guests to talk across them. On the other hand, round tables are the most traditional option and offer guests more legroom.

When deciding on table shapes and sizes, it's also essential to consider the layout of the venue. The number and arrangement of tables will depend on the available space, so be sure to get a floor plan from the venue that includes details such as space dimensions and the location of electric outlets and bathrooms. This will help in determining how many tables can fit in the space and how they can be arranged to accommodate the number of guests.

Another factor to consider is accessibility. It's important to leave extra space for wheelchairs or guests who may need additional assistance. Additionally, if there will be children at the wedding, it's a good idea to have a separate kids' table. This table should be placed in close proximity to the parents' tables so they can keep an eye on their little ones.

In summary, when choosing table shapes and sizes for a wedding, it's crucial to consider the number of guests, the available space, and the comfort and safety of the guests. By selecting the appropriate table shapes and sizes, and arranging them in a well-thought-out layout, you can ensure that everyone has a pleasant and enjoyable experience during the wedding celebration.

Seating charts vs escort cards vs place cards

There are a few options when it comes to directing your wedding guests to their assigned tables and seats. Escort cards, place cards, and seating charts all serve different purposes, and it's important to understand the differences before making a decision.

Escort cards are usually placed in a grouping before the entrance to the dining area, directing guests to their tables for the night. They are the informal version of place cards, allowing guests to choose their own seats once they reach their assigned table. Escort cards can be creative and fun, and don't have to be traditional cards. For example, you could use flowers, fruit, or even personalised bottles of lemonade! However, it's important to consider the practicality of your escort cards—if they're too small or light, they might blow away in the wind or be easily misplaced by guests.

Place cards are more specific and formal than escort cards. They not only direct guests to their tables but also assign them a particular seat. Place cards are usually placed at each table setting and are often used to indicate menu choices as well. If you're having a sit-down dinner with different menu options, your venue will likely require you to have place cards so that the waitstaff can manage the dinner service efficiently.

Seating charts are a stationary display that guests can refer to but not interact with. They are usually placed in a central location and can be personalised and decorated to match your wedding theme and colour palette. Seating charts can be created digitally or by hand, and there are many online tools and templates available to help you design one. While seating charts can be a beautiful addition to your wedding decor, it's important to consider the font size and lighting to ensure that your guests can easily find their names and table numbers.

When deciding between escort cards, place cards, and seating charts, there are a few things to keep in mind. Firstly, consider the size and formality of your wedding. Escort cards and place cards might not be necessary for a small, informal backyard wedding. However, for a larger, more formal wedding, especially one with a sit-down dinner, it's recommended to have at least escort cards or a seating chart to guide your guests to their tables. Secondly, think about the guest experience. You want to make it as easy as possible for your guests to find their assigned seats, so consider which option will be the most efficient and least confusing. Finally, don't forget to have some fun with it! Escort cards and seating charts can be a great way to showcase your creativity and add a unique touch to your wedding.

Where to seat parents

When it comes to seating parents at a wedding, there are a few options to consider, depending on the family dynamics and the wedding setup. Here are some detailed suggestions on where to seat parents at your wedding:

All Together at a Head Table:

If the couple chooses not to sit at a sweetheart table, a large head table that includes the wedding party and their loved ones can be a great option. This setup allows the couple to clearly show their loved ones' importance and have them nearby during the celebration.

A Table Near the Sweetheart Table:

If the couple opts for a sweetheart table, seating the parents at a table to the right or left of the couple is a good choice. It is recommended to be fair to both sides of the aisle, so no parent group feels left out.

A Table with Close Friends:

Sometimes, parents may prefer to sit with their friends. In this case, the parents of the bride can be seated on her side, and the parents of the groom on his side. They can then fill the rest of their table with friends or family members not in the wedding party.

Separate Tables Nearby:

If divorced parents have a rocky relationship but still want to be a part of the couple's special day, it is suggested to seat them at equivalent but separate tables. This ensures both parents feel important while avoiding potentially uncomfortable conversations.

As Far Apart as Possible:

If divorced parents do not get along and there is strain or bitterness between them, it is crucial to seat them as far apart as possible. However, it is important to ensure they have equal seats to avoid any feelings of favouritism.

The Same Table with Other Parents:

If step-parents are invited, and they share a good relationship with the couple and the birth parents, it is suggested to seat them at the same table. This keeps all the important wedding guests together and avoids any potential hurt feelings.

With Another Trusted Family Member:

If step-parents are not seated with the birth parents, another option is to seat them with a trusted family member, such as an aunt or uncle, or even their caretaker. This ensures they have company and are well taken care of during the event.

At Their Own Friends Table:

If grandparents have enough friends at the wedding, they can have their own friends' table. This table should be in close proximity to the couple while being farther away from the dance floor. Generally, older guests prefer to be away from the speakers for the band or DJ.

VIP treatment

The VIP table is the best seat in the house. It is usually the first table in the middle, in front of the stage, or at the front of the venue. This allows your VIPs to have a good view of the events and be in full view of everyone else. The VIP table is a table of honoured seats for the most esteemed people at your wedding.

The VIP table is usually reserved for the couple, their parents, grandparents, siblings, and other close relatives. The couple sits in the middle, facing their guests, with the groom on one side and the bride on the other. The couple's parents sit next to them, followed by grandparents, siblings, and other important relatives.

If you have a large family or prefer to separate the families, you can opt for two VIP tables—one for the bride's family and one for the groom's. In this case, the bride sits with the groom's family, and her parents sit at the other VIP table with other important relatives from her family.

Another option is to have a sweetheart table, where the couple sits alone, facing their guests. This can be a good choice if you want to avoid family drama or have a more intimate celebration.

When deciding on the VIP seating arrangement, it is important to consider the size of your families, the style of your seating arrangements, and the size and number of VIP tables provided by your venue. It is also essential to discuss the seating plan with your parents and other family members to ensure everyone is comfortable with the arrangement.

In addition to the VIP table, it is customary to seat other important guests near the front of the room, such as grandparents, elder relatives, and family friends. The couple's parents can also be involved in deciding where to seat their friends and extended family members.

When creating your VIP table, consider the following:

• The number of people you need to accommodate. If you have a large family, you may need to request a bigger table from the venue.
• The dynamics between the couple's parents. If they get along, they can share a table. If not, it is best to seat them separately to avoid any tension.
• The couple's preference for sitting with their families or having a sweetheart table.
• The size and shape of the tables, which will determine the number of people that can be seated comfortably.
• The couple's priority—whether they want to be surrounded by their guests or be closer to the stage for speeches and programs.

Grouping guests

This strategy involves categorising guests based on their connection to the couple, such as family, high school friends, college friends, or work friends. This doesn't mean they have to be seated according to these groups, but it helps identify who already knows each other and gets along. It's also a good idea to consider guests' ages, interests, and backgrounds when forming these groups. For example, seating people with kids around the same age or those who enjoy musicals together could spark interesting conversations.

Pick the Low-Hanging Fruit First

Start by seating the obvious groups first, such as families with children, couples, and groups of friends. This will make the task more manageable, and you can then focus on finding places for guests who are harder to seat.

Keep Close Friends and Family Close

The tables closest to the top table, where the couple sits, should be reserved for close friends and family. This is a great way to honour your inner circle and keep your nearest and dearest close by on your special day.

Be Mindful of Guest Dynamics

While it can be fun to mix things up, be mindful of your guests' preferences. Avoid seating guests together who you know don't get along. Also, don't leave all the single guests at one table; instead, try to mix them in with their natural groups. Remember, most guests will be happy to chat with whoever is seated next to them.

Be Mindful of Guests with Specific Needs

Consider the needs of guests with disabilities, older guests, or those who are pregnant. Seat them at a table end if needed, ensure they have easy access to bathrooms, and avoid seating them in a draft or a noisy area if that might cause discomfort.

Keep the Planning Team Small

Involve your partner in the table planning process, but keep the number of people involved to a minimum. Too many cooks can lead to conflicting opinions and make the task take much longer.

Keep the Table Plan Under Wraps

Avoid mentioning the table plan to anyone beforehand. Sharing it in advance may lead to requests for specific seating arrangements, which can complicate your planning process.

Finalise the Table Plan Close to the Wedding

While a beautifully designed table plan is appealing, try to leave the final printing or writing of the plan until the last minute. This will help you avoid any awkward moments or confusion if there are unforeseen dropouts or changes just before the wedding.

Frequently asked questions