Design Considerations for your Wedding Seating Chart

Probably my most requested signage request is a seating chart. They can be such a beautiful focal point at your wedding reception and of course they contain the crucial information as to where everyone will sit. This blog post will outline some design considerations for a seating chart so you can have a seating chart everyone will talk about!

Seating chart on chalkboard; photo by Blessings Photos

Seating chart on mirror; photo by Jon Bilderback Photography

Material

To start us off - what material do you want your seating chart on? The thing I also like to remind people…what do you plan on doing with the seating chart after the wedding?

A large mirror lends itself really well to a seating chart - it’s gorgeous and the writing will erase after the wedding so you can reuse or sell it. But mirrors can be really heavy so think about how you’ll display it during the wedding.

Acrylic is another very popular choice but I won’t lie - I don’t love it. Seating charts are large and what are you going to do with a massive piece of acrylic post wedding? While the writing can be erased, acrylic scratches easily so it *could* be harder to resell or reuse. Acrylic is also more expensive than you think and acrylic is also not good for the environment and will sit in landfills for 200+ years after you throw it out.

A large piece of wood is also a nice choice (design suggestion for this later!) and can be be easily re-purposed or re-sold after the wedding (sand it, cut it down, re-purpose to a large sign - the internet is filled with people who want wood for projects).

While this isn’t a large seating chart sign, you can also do a fun escort card display. Here the material is your escort card (typically paper) displayed on a large board or in some other fun way (champagne flutes anyone?). Read this blog post to learn more about the difference between seating charts vs. place cards. vs. escort cards.

Of course, you don’t have to limit yourself to flat surfaces! Large jugs and vases are becoming increasingly popular and can showcase your unique style. I saw a seating chart bookshelf display on Pinterest once - I think that’s my dream job! Lastly, Some calligraphers may also offer rental mirrors, wood signs, or chalkboards. If your unsure of what material you want, definitely ask your calligrapher as they can figure out what is important to you and help make recommendations.

Close up of seating chart on mirror; photo by Jon Bilderback Photography

Layout

There are 2 ways to list out your guests - alphabetically or by table.

Many of us are drawn to having guests by table; there is something really elegant about it. If you have more than 100 guests, though, this could cause a “traffic jam” as people try to find their names on the list. My recommended layout is always alphabetically, no matter how large or small the guest count is. This layout really helps guests quickly find where they are sitting. You can list names by first name or last name, though my preference is by last name as it’s even more efficient for families.

If you have a lot of guests but want to list the guests by table because you have ideas for fun table names instead of numbers, another option is to stick with an alphabetical layout and table numbers on the seating chart, then on the table number sign at the table, add the table name too.

Size

The size of your chart will depend on the number of guests and how it’s laid out. A “by table” layout will require more space than an alphabetical layout. But you’re not limited to just 1 sign! If you have 2 small mirrors that you love, you can divide the list up among both. Using 2 signs is also ideal for large guest lists, as it will physically space out the guests as they try to find their names.

As mentioned earlier, also think about the size in relation to how you will display the sign. If you plan to have it free-standing (i.e. no easel), consider a taller sign so the bottom can left blank so guests don’t have to bend super low to find their name. Your venue may have suggestions as well as the best place to display your seating chart, and may even have easels for you to borrow.

Design

Seating chart on acrylic with seating chart cards; photo by Grace Day Photography

Now, of course, us calligraphers can, and most often will, write the seating chart directly onto the material. The top of the chart starts with a beautiful calligraphy header - it can be as simple as “find your seat” or something longer that ties to your wedding theme or personality.

For the guest names, it’s best to have these written in clear block letters. You want your guests to be able to easily find their name and move on, and while calligraphy is lovely, tiny written calligraphy could be hard for guests to read. If you are laying your seating chart out by table, then decide if you want these mini-headers written as “Table 1” or “Table One” or even just “1” or “One” - I bet you didn’t know there were so many options! If you are laying your seating chart out by guest name, an initial should be added to divide up the groups (i.e. A, B, C). Depending on the exact size of your seating chart sign and guest list, your calligrapher may group some letters together (i.e. A - C) to ensure everything fits nicely.

Regardless of what material you use though, seating chart cards can be another way to list the table assignments. Here, you can affix the cards to a mirror, wood, etc., with wax seals, florals, or even via a simple clothesline style. Depending on the situation, this can also be more cost effective as it’s always easier to write on paper than any other material and then the material can be more easily re-purposed as it does not have writing on it. And yes, you can do seating chart cards either by table or by name.

I hope this helps answer some questions you had on how best to tackle your seating chart. My last recommendation? Inquire with a calligrapher like me to discuss you vision and come up with an amazing solution with you!

What's the difference between place cards, escort cards, and seating charts?

Imagine it’s your wedding day. All your loved ones are in one place celebrating you and your partner’s relationship. The beautiful ceremony is over, cocktail hour is winding down, and now it’s time to move to the reception…and get 100 people into their seats so you can serve dinner. How in the world do you do that?!

With place cards, escort cards, and seating charts! But do you need all three? What is the purpose of each one? Read on to learn more.

Note: As of 2024, I no longer offer seating charts, but still would love to create place cards or escort cards for you!

Mirror wedding seating chart. Photo by Jon Bilderback Photography

Seating Charts

A wedding seating chart is one sign that lists all of your guests name as well as which table they are assigned to. Typically, the seating chart is grouped by table (so Table 1, Table 2, Table 3), with the guests assigned to that table listed alphabetically. For larger weddings (100+) you will want to simply list all guests’ names alphabetically then note their table number.

With a seating chart, your guests will find their table and head straight there, eliminating the need for escort cards. This also gives your guests a sneak peak of who else is sitting at their table since everyone’s names will be listed in one spot.

Seating charts can be large displays resting on an easel, or perhaps for a smaller wedding or event, simply written on a piece of paper and framed on an entry table. What’s fun about seating charts is you can use so many different materials to write them - wood, glass, mirrors, acrylic, chalkboard, paper, canvas…the list goes on! - and they can be a really gorgeous statement piece that guests see as they enter your wedding or event reception. All of these options lend themselves really well to calligraphy! Imagine a large wood sign sitting on an easel draped in florals, with beautiful white ink modern calligraphy directing your guests where to go. Dreamy, right? You can also combine elements, such as writing each table on a small piece of paper and using a wax seal to attach it to a mirror. Need help designing your seating chart? Read about all the design considerations here.

The one thing event seating charts don’t do is tell your guests exactly which chair to sit in once they get to their table, which may or may not be important to you.

Escort Cards

Similar to a seating chart, escort cards tell your guest which table to sit at. But instead of one large display, each guest will pick up their own escort card with their name and table number listed. Escort cards should be arranged alphabetically on a large table, as as opposed to group by table number like on a seating chart. This will help your guests quickly find their name in a sea of names.

Champagne flute escort cards. Photo by Carly Fuller Photo

Similar to seating charts, escort cards for your event can be written on a variety of surfaces. A small piece of tented paper (think 2” x 4”) is standard for an escort card, but any relatively flat surface can be used, such as leaves, rocks, and shells. Escort cards is another great place to add calligraphy to your wedding day, as you can match the card color or ink to your event theme.

A wedding escort card can also double as or tie together your wedding favor, should you decide to have wedding favors. Imagine a mini-champagne bottle with a tag tied around it, or a box of chocolate with the guests name written in calligraphy on top. You can really get creative with this!

The potential con to escort cards is you need a table (or tables) large enough to fit all escort cards on them. Seating charts, while technically larger, potentially take up less space as you can use vertical space (think a large mirror) to get the same information across compared to 100 escort cards. And similar to seating charts, escort cards don’t tell your guests where at the table they should sit.

Place Cards

Finally, place cards, also known as name cards or place settings. Once your guests find their table either via the seating chart or escort card, you may choose to also have place cards telling them exactly which seat is theirs at the table. These place cards will only list the guests name, and perhaps a meal choice, but won’t list the table number again.

Personalized menu with guest’s name on vellum, attached with wax seal.
Photo by Callie Lindsey Photography.

The decision to use place cards really depends on if you want to assign specific seating at your wedding or event or if simply getting guests to the proper table is enough. If you have tables of 8 - 10, place cards may not be necessary as guests can usually figure out seating just fine. But if you are having longer tables of 20 or more, place cards can be really helpful to ensure no one feels uncomfortable!

Similar to escort cards, wedding place cards can be on a variety of surfaces, such as paper, acrylic, wood, leaves, and more, and are great way to showcase your style into your event. And place cards can also work as your wedding favor. For example, if you’re having a book themed wedding, a calligrapher can create personalized bookmarks for everyone that serves as their place card. My personal favorite is paper place cards with a wax seal on it. It’s simple yet tasteful and memorable!

Place cards can also be combined with your dinner menu for a chic look. Instead of having the printed menu and a place card on top, which can feel cluttered, these two elements can be combined into one. A calligrapher can help you find the perfect marriage (no pun intended) of a place card and menu.

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After reading all this, you might think it’s easier to just let people sit wherever they want! However, allowing guests to seat themselves can lead to uncomfortable situations, people sitting alone, and empty seats. While it’s more planning upfront, using seating charts, escort cards, and/or place cards will make for a smoother experience for everyone at your wedding.

A calligrapher, like me, can help you think of creative and budget-friendly ways to get everyone in their seat. Plus, working with a calligrapher can help save you a lot of time and frustration. Sure, you can buy place card paper, type everyone’s names in a word document template, print the place cards at home, and hand fold them…but let’s be real, working with at home printers is fickle at best and this is a time consuming process. Your time can be better served planning other aspects of your event or shoot, simply relaxing knowing this is all being taken care of by someone else!

Interested in learning more about place cards, escort cards, and seating charts? Visit my Day-Of Details page and inquire below! I’d love to work with you to bring your event vision to life. While I’m a San Diego wedding calligrapher, I love working with couples and people all over the country!

Do You Need Inner Envelopes for Wedding Invitations?

You are faced with a lot of questions as you plan your wedding. There are plenty of obvious ones, like “how many guests?” “What flowers should be in the bouquet?” “What will we eat?”

But there are lots of unexpected questions that will arise as you plan, such as “do I need inner envelopes for my wedding invitations?” or even, “what the heck are wedding inner envelopes?”

What are Wedding Inner Envelopes?

To answer that second question first, inner envelopes are, you guessed it, an envelope inside your mailing envelope. The full invitation suite (invite, RSVP card, extra details) is placed inside the inner envelope. The inner envelope lists the guests’ names on the front and then is placed into an outer, mailing envelope with the guests’ address, stamps, and your return address (and maybe sealed with a wax seal!).

Benefits to using Inner Envelopes

What’s the point of inner envelopes for wedding invitations? Well, inner envelopes for wedding invitations date back to olden days when mail was delivered via horse and carriage. Mail got really beat up in those days and the inner envelope protected the invite from the damages seen on the outer envelope.

In today’s modern age, mail is treated more nicely so many forgo the inner envelope. But we have all received damaged mail, so using an inner envelope still adds an extra level of protection to your beautiful invitation suite - especially if you don’t plan on hand-cancelling your envelopes (more on that later!).

On top of that, though, inner envelopes provide clarity as to who is actually invited to your wedding. We all know forming the guest list is one of the hardest parts of wedding planning. The inner envelope helps alleviate that stress by making it clear to the recipients exactly who from that household is invited to the wedding in a non-confrontational way.

Outer envelopes are typically addressed to the heads of the household (in a more formal manner, such as “Mr. and Mrs. Wagner”), whereas the inner envelope lists everyone from that household is invited (in a more informal manner, such as “Justin, Maxine, Rob, & Faye”).

As an example, say you are having an adult-only wedding and one family you are inviting has both teenagers and young kids. While the outer envelope would be addressed to the heads of the household, the inner envelope can then specify which of the kids are invited to the wedding.

On the flip side, say you are inviting a single friend to your wedding and want them to know they can bring a guest. The more the merrier! The outer envelope would be addressed to your single friend (“Catherine Sims”) and the inner envelope would state “Catherine and guest” so your friend knows to crack open that address book!

Outer envelope addressed to head of households and inner envelope addressed to the specific family members who are invited to the event

Outer envelope addressed to single person and inner envelope addressed to indicate a guest is also invited to the event.

That all being said, back to the original question - do you need inner envelopes for your wedding invitations? Of course not! There are many ways to address an outer envelope to make it clear who is invited or this can be dealt with on the invite itself. Working with a calligrapher (like me!) to address your wedding envelopes can help make this process easier. I’ll help guide you every step of the way so you can be confident your envelopes are addressed appropriately and make it to their destination safely.

Like with all aspects of wedding planning, whether or not you use inner envelopes comes down to your preference and your budget. Interested in calligraphy envelope addressing me? Visit my Envelope services page and fill out the quick form to begin the inquiry process. While I’m a Southern California calligrapher, I love working with couples and individuals all over the country!

The Beauty of Calligraphy on Wedding Envelopes

As the world becomes more and more digital, I think it’s safe to say we all love receiving snail mail in our mailbox (and not bills or junk!). I know I get a smile on my face when I get a letter from a friend in the mail. As you plan your wedding or event, consider adding calligraphy envelope addressing to add an elegant, personalized touch to your event and really wow your guests - and save yourself the trouble of having to address the envelopes yourself!

Invitations, and more specifically, the envelope the invitations arrive in, are the first thing your guests see when invited to your wedding or event. Through envelope color, ink color, and calligraphy style, you can really set the tone for your day before your guests even open their invite. Imagine how excited your guests will feel when they see their name handwritten in elegant modern calligraphy peeking through their mailbox. Getting guest addresses printed onto an envelope may be as simple, but will that convey the same excitement?

Plus, the styles are endless. Planning a rustic, outdoor wedding? Consider kraft envelopes with white ink, with the guests name in calligraphy and the address in clear block letters (such as my Daisy style). Going for a vibe as glamorous as you are? Consider navy metallic envelopes with gold ink, with an angled calligraphy address layout like on my Poppy style. There are many mix and match opportunities and a calligrapher (like me!) will work with you to find the perfect combination for your personality and event. Add-ons such as hand poured wax seals and vintage postage can elevate your envelopes even further.

Calligraphy may seem like an old school tradition, but it’s truly an elegant detail that impresses people. The addition of calligraphy for your wedding envelopes can also make people feel really special, especially in today’s fast paced world. Upon receiving a calligraphy addressed envelope, your recipients will know someone sat down and took multiple minutes to carefully and elegantly handwrite their name and address in beautiful modern calligraphy. And they will know that they are important to you because you chose this extra detail to your event!

Calligraphy addressed envelopes with vintage postage

Gold calligraphy on black wedding envelopes

What’s especially great about calligraphy envelope addressing is that it can be done no matter how you procure your envelopes. A simple invitation from Minted or Vistaprint can be enhanced when placed into a calligraphy addressed envelope. Or, if you’re working with a custom stationer, a calligraphy envelope can be the final detail that ties the invitation suite together.

Calligraphy on wedding envelopes may seem like an expensive, luxury add-on, but I believe that’s a misconception! For a 100-person wedding, you may only be sending out 50 invitations as guests may live together, bring a plus one, etc. That means you only need 50 calligraphy addressed envelopes, and not 100!

I’d love to discuss with you ways to incorporate calligraphy for your wedding envelopes - or even holiday cards! Contact me to get started! While I’m based in San Diego, CA, I can and would love to work with you wherever you may be located.