Making a seating chart can be a daunting task, especially for large events like weddings or conferences. However, with some strategic planning and design, it doesn’t have to be stressful. Here are some tips on how to make a seating chart that works.
Determine Your Seating Style
The first step in making your seating chart is deciding the layout style you want to use. Here are some of the most common seating chart formats:
- Round tables – Round tables are the most popular for more intimate dinners and events. They promote conversation since guests can see each other.
- Long tables – Long tables, like banquet tables, are great for holding more guests. However, some guests may have their backs to others.
- Theater style – Theater or auditorium seating has rows of chairs facing a stage or head table. It’s ideal for ceremonies or receptions with entertainment.
- Classroom style – Classroom seating has long tables with rows of chairs facing the front of the room. It works well for lectures or training events.
Consider the formality of your event, number of guests, and space available when choosing a seating style. Formal weddings usually have round tables while a conference may opt for classroom seating.
Make a Diagram of the Event Space
Once you’ve decided on seating arrangements, draw out a floor plan diagram of the event space. This will help you visualize table sizes, aisle placements, spacing, and traffic flow. Make sure to note:
- Room dimensions
- Entrances and exits
- Stage/podium location
- Dance floor
- Food and drink stations
If it’s a wedding, also mark locations where key events will happen, like the ceremony, receiving line, cake cutting, etc. Using your diagram, experiment with different table sizes and setups that work with the room’s shape and space limitations.
Choose Table Shapes and Sizes
Next, pick the specific table sizes. Round tables for weddings typically seat 6-10 guests comfortably. Banquet tables can fit groups of 8-12 and are 6-8 feet long. For classroom seating, allow 2-3 feet per person.
Here are some standard table sizes to consider:
- 60-inch round tables seat 6-8 people
- 72-inch round tables seat 8-10 people
- 5-foot banquet tables seat about 8 guests
- 6-foot banquet tables seat 8-10 guests
- 8-foot banquet tables seat 10-12 guests
Choose table shapes and dimensions that allow enough elbow room for dining and conversing. Leave at least 36 inches between table edges.
Determine Table Quantities
Once you know table sizes, calculate how many you need to accommodate your guest list. For round tables, figure 10 guests per 72-inch table. For rectangular banquet tables, estimate 10 guests per 6-foot table. Always round up – it’s better to have extra tables than not enough seating.
You don’t have to seat all guests at once if you’ll use buffet dining. Just make sure you have enough tables and chairs to seat 2/3 to 3/4 of guests at a time.
Assign Table Numbers or Names
Numbering or naming tables helps guests easily find their seats. You have a few options:
- Numbers – Assign each table a number, usually starting with 1. This works well for smaller weddings.
- Letters and numbers – Give tables both a letter and number name, such as Table A1, A2, B1, etc. This allows more combinations for very large events.
- Names – For weddings, you can name tables based on wedding themes, couple’s interests, or locations significant to the couple. Get creative!
Place table numbers/names prominently on each table so guests can spot them. Tented cards, framed signs, or floral/candle arrangements with the numbers incorporated are nice touches.
Map Out the Floor Plan with Tables
Now comes the fun part – mapping out where to place the tables! Refer back to your room diagram and start adding in tables one section at a time:
- Ceremony seating: Place rows of chairs facing the ceremony stage or altar. Leave a center aisle at least 4 feet wide for the wedding processional.
- Head table: The head table faces guests and is usually on a riser or platform stage. Place it centered in front of ceremony seating.
- Main guest tables: Allow ample room between tables for chairs, place settings, and guests passing by. Try to leave a minimum 36-inch aisle.
- Cake, gift, buffet tables: Place these tables near walls or edges of the room for easier access.
- Dance floor: Leave open space for dancing near speakers or stages.
Take measurements and use a scale to map tables as accurately as possible. Leave pathways for waitstaff to serve food and drinks. Try to minimize guests having their backs to key focal points like head tables.
Create a Guest Seating Chart
Once your floor plan is set, make a seating chart listing which guests sit at each table. For weddings, seat guests grouped by family or relationship to the couple. Other tips:
- Space out groups so not all families are clumped together.
- Seat quiet, shy guests next to friendly, outgoing ones to draw them out.
- Separate guests who you know clash or argue.
- Place people who don’t know many others with groups who will welcome them.
For other events, group guests by organization, department, field of work, or other logical divisions relevant to the event’s purpose and audience. Just try to mix groups.
Create Escort and Place Cards
Escort cards tell guests which table they’re assigned to. Place cards show their specific seat at that table. Create your cards with the guest’s name and table number/name. Options include:
- Index cards
- Tented or folded card stock
- Calligraphy cards
- Printed card stock
Escort cards are usually alphabetical by last name. Place cards are set at each seat. Number the place cards to match the table numbering. This helps guests confirm they’re at the right seat.
Choose Display Options
You have choices on how to display your seating cards at the event entrance:
- Escort card table – Set out cards alphabetically on a long banquet table.
- Escort card wall – Pin or tape cards alphabetically on a bulletin board-type display.
- Escort card tree – Hang cards alphabetically from a small artificial tree.
- Escort card boxes – Set out card boxes labeled by table. Guests take their card from the box.
Have a staffed attendant nearby to help guests. Place cards can simply be at their assigned seat when guests arrive.
Double Check Table Sizes
Do one final check that you have enough seating at each table for the number of guests assigned. It’s easy to miscount or make last minute changes. Better to catch mistakes now than on the event day!
Make Extras of Key Items
Have extras of seating cards, tables, chairs, and centerpieces on hand for unplanned additions. 5-10% extra is reasonable. You don’t want to be scrambling the day of the event if more guests show up.
Plan to Adjust the Layout as Needed
Be prepared to tweak the layout during setup based on real-life space and flow issues. Having aisles too narrow or food stations in odd spots often don’t appear on paper. Don’t panic if you need to adjust – just have a backup plan if tables must move or downsize.
And if groups don’t show up or guests bring dates, you may need to condense seating. Again, extras help so you can quickly remove or add tables and chairs.
Announce the Seating Format
Especially for ceremonies, announce how guests should find their seats and the table/aisle numbering systems. Appoint ushers to help direct if needed. Post signs by the seating card displays so the process is very clear.
Conclusion
Creating seating charts takes time and preparation but it’s worth the effort for an organized event. Start early, make a floor plan, leave wiggle room for changes, and communicate the process clearly to guests. With smart planning, you can handle seating charts for events and weddings of any size!