How to Make a Seating Chart

What is a seating chart and when do you need one?

A seating chart assigns guests to specific tables (and sometimes specific seats) at your reception. It prevents the free-for-all of guests wandering for seats, ensures families and friends sit together, and helps the caterer deliver plated meals correctly. You create it after RSVPs are in—typically 2–3 weeks before the wedding—using your guest list and venue layout.

In the U.S., most receptions use either assigned tables (guests find their table, choose their seat at that table) or assigned seats (each guest has a specific chair). Assigned tables are more common; assigned seats are needed for plated dinners when the caterer delivers meals by seat.

Step 1: Finalize your guest list

You need your final head count before seating. That means RSVPs are in, late adds are accounted for, and you’re not expecting major changes. Export or print your guest list with Yes responses only. This is your seating pool.

If you’re using our Guest List printable, highlight or filter to Yes. You’ll use this to assign tables and later add table numbers back to the list for escort cards.

Step 2: Confirm venue layout and table sizes

Table types: Round (most common), rectangular, or mixed. Your venue will tell you what they have.

Table sizes:

• 60-inch round: 8 guests
• 72-inch round: 10 guests
• 8-foot rectangular: 8 guests
• 6-foot rectangular: 6 guests

Head table or sweetheart: Do you have a head table (you + wedding party) or sweetheart table (just you two)? Those seats aren’t in your guest count. Subtract them first.

Room layout: Where is the dance floor? The DJ? The head table? Sight lines matter—guests should see you for the first dance and speeches. Get a diagram from the venue if possible. Use our Seating Chart printable to sketch before finalizing.

Step 3: Group guests

Natural groupings:

• Bride’s family (parents, siblings, aunts, uncles, cousins)
• Groom’s family
• College friends
• Work colleagues
• High school friends
• Family friends
• Out-of-town guests

Table size: Aim for 7–9 per round. A table of 6 feels empty; 11 is cramped. If a group is 12, split into two tables of 6. If a group is 4, add compatible friends or another small group.

Mix or match? Some couples keep groups pure (all college friends at one table). Others mix (college friends + a friendly aunt who knows them). Both work. Avoid a table of strangers with nothing in common—至少 one person at each table should be a natural conversation starter.

Step 4: Handle delicate situations

Divorced parents: Separate tables. Check sight lines—can Dad see you without staring at Mom? Place them on opposite sides or with buffer tables. Don’t assume they’ll be fine together. The chart lets you visualize before committing.

Blended families: Step-parents, half-siblings—seat with the side they’re closest to. If it’s ambiguous, ask. Avoid putting step-parents at a table that excludes them or creates tension.

Singles: Don’t put all singles at one “singles table.” Mix them with couples they know or with friendly extroverts. A table of strangers is awkward.

Plus-ones: Seat plus-ones with their date. Don’t separate them unless the guest requests it.

No-shows: Assume 2–5% won’t make it. A table built for 8 might have 7. That’s okay. Don’t over-optimize.

Step 5: Assign tables and fill the chart

Using our Seating Chart printable or a digital equivalent, place each group at a table. Write names in each seat or as a list per table. For plated dinners, add meal indicators (C/F/V for chicken/fish/vegetarian) if the caterer needs them.

Order of operations:

1. Place head table.
2. Place family tables (bride’s, groom’s—with buffers if needed).
3. Place friend groups.
4. Fill remaining seats with smaller groups or mix-ins.
5. Double-check: anyone missing? Any obvious conflicts?
6. Add table numbers. Match escort cards.

Step 6: Transfer to escort cards or display board

Once the chart is final, create escort cards (one per household or per person, with name and table number) or a large display board at the entrance. Guests find their name, see their table, and sit.

Escort cards: Alphabetical by last name. “Smith, John & Jane — Table 3.” Place on a table at the entrance. Guests grab theirs and find their table.

Display board: Large printed chart or sign. “Find your name, find your table.” Works for smaller weddings (under 80) where one board is readable. For larger weddings, escort cards are easier.

Give a copy to your coordinator and venue. They’ll need it to answer “Where do I sit?” and to help caterers with plated meals.

Common mistakes

1. Seating divorced parents together. Separate them. Check sight lines.
2. One table of all singles. Mix them. Give everyone at least one person they know or can talk to.
3. Forgetting the head table. Count those seats first. They’re not in your guest table count.
4. No buffer for no-shows. Tables of 8 might become 7. Accept it. Don’t obsess.
5. Ignoring venue constraints. Confirm table count, sizes, and layout. The venue may have limits.

Recommended tools

Seating Chart — Printable for drafting. Table layout, names, notes. Use our Round Tables variant if your venue uses rounds.

Guest List — Source for who’s coming. Add table numbers after chart is done. Feeds escort cards.

For more: Wedding Planning for Beginners.