Table Assignments

Managing seating arrangements for a large event can be a lot to handle. Here are some steps to make it easier to manage and take every step in the right direction. ​

​HOW TO ORGANIZE
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Table Assignments – Physical
  • This is not really ideal for large guest counts, but if you are a visual person, this may be the right first step. 
  • Use a large poster and mini post it notes with names on them and move them around as needed. 
  • In the end it will still need to be translated to digital to finalize the list and print the related items, but having it clearly laid out can help. 
Table Assignment Poster
Table Assignment Poster

​Table Assignments - Digital
  • Use a spreadsheet to organize the information.
  • You can use auto-sum features to track the number of guests you've assigned to each table. 
  • Add a column to group people together (relatives, work friends, college friends, etc) 
  • For Ask Neha Now clients, a template is provided with all of this already set up. 
​STEPS TO TAKE

Before you begin:
  • RSVPs should be in.
    • This can sometimes be a complex task. Use the best information possible before you start. There may be some last minute tweaks, that is okay, but have most of the responses ‘in’
    • Download the RSVP spreadsheet from your online platform. Add columns to the right to factor everything else in. We have a sample
  • Table sizes
    • Confirm how many ‘seats per table’. This is information from your venue or rental company. Typically tables are for 10 guests.

Assigning guests to tables:
  • Group people together - Label guests (Example: High School Friends, Cousins, Work Friends, Etc)  and seat those in the same group together as much as possible. 
  • The ballroom is typically broken down into 'bride side' and 'groom side'
​
Special consideration should be given to:
  • VIPS
    • Couple (Bride and Groom)
    • Wedding Party
      • Your wedding party will appreciate sitting with their dates
    • Parents
      • Opinions differ here. 
      • If at a head table, they will be together
      • If dividing the ballroom ‘bride side’ / ‘groom side’ it is okay to have parents on the appropriate side of the ballroom
    • Siblings
    • Grandparents
  • When kids are attending
    • Young kids (0-7) will need to sit with their parents. Each child will need a chair / space at the table. 
      • Even if a baby is not in a seat, that space will be needed for its stroller or high chair or paraphernalia
    • Mid-range kids can sit at a kids table if you want them to
      • Ideally the kids’ parents will be seated at the table next to the kids table so they can oversee them

Jigsaw Puzzle
  • There are always a few solo attendees who may not know anyone else or fit neatly into the table set up. Simply do your best. Guests will be sitting together for about 1-2 hours (speeches, meal) then they are free to move around. 

​Location in the Room
  • Factor in where guests may prefer to sit
    • VIPs are usually seated close to the couple / close to the dance floor with clear visibility of the couple
    • Louder / fun-crowd guests may be fine with being close to the bar (versus older, quieter folks)
 
INFORM YOUR GUESTS
​
Tent Cards are a popular option for informing guests of their table assignments. 


​Boards are another popular option. 
GETTING IT DONE
  • You can do this with a service or DIY. 
    • Stationary companies or Etsy services could create this for you. 
    • To DIY use a spreadsheet, mail merge, Avery tent cards, and a printer to make these yourself

REMINDERS
  • Table assignments are to be provided in alphabetical order. Typically this is organized by last name. 
For any further questions please reach out for a consultation with us at ​[email protected]

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