Step-By-Step Guide: How to Make a Seating Chart for a Wedding

Updated: October 4 2024

Sepia toned image of a person using Prismm's wedding seating chart.

Designing your wedding seating chart should be an exciting task in the wedding planning process. However, for many couples, it can feel like solving a complicated puzzle. Guest dynamics, venue layout, and social distancing – it’s enough to make anyone’s head spin! But don’t worry, Prismm is here to simplify the process.

Our collaborative floor plan design and seating chart tools help event professionals and their clients breeze through the seating chart process, saving time and reducing stress.

Ready to turn this daunting task into a piece of (wedding) cake? Let’s dive into our step-by-step guide, which explains how to make a wedding seating chart using Prismm.

Where to begin with creating your wedding seating chart

Organize your guest list in advance.

Drafting your guest list should be one of the first things you do. Put it together in an organized fashion by grouping your guests as you list them – college friends, family, colleagues, guests with special needs, members of your wedding party, etc. This little bit of prep work will be a lifesaver when it’s time to play musical chairs with your seating plan.

Prismm’s guest list builder allows you to easily enter and organize all guest information, including notes, RSVP’s, and important details, with filtering options. The guest list links directly to the seating chart for easy arranging within the wedding floor plan.

While traditional table groupings may involve categories for family, colleagues, and friends, don’t forget the important “specific needs” category. This helps you make note of guests who may need easy access to facilities, have mobility issues, or require special seating considerations due to hearing or other needs. Make note of whether guests may not be able to walk far into a room, need close access to a bathroom, or have hearing issues that affect how far away/how close you need to seat them in relation to reception entertainment.

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Consult your venue

Reach out to your wedding venue for insights on their layout. They can provide valuable ideas about popular wedding arrangements and seating plans that work best in their event space. With Prismm, you can collaborate directly with your venue on these details. Your venue contact can create the initial layout in Prismm, allowing you to work together on finalizing the floor plan design before you start seating guests. This collaborative approach ensures you’re making the most of the space while incorporating the venue’s expertise.

Using Prismm to design the wedding floor plan will ensure that the layout is to scale. This makes it easier to visualize the entire space, including key elements like the bar, kitchen, dance floor, and tables. You can even account for practical details like outlet locations, helping you create an effective and efficient seating plan.

Design the wedding reception layout

A to-scale floor plan is your blueprint for accurately designing your layout. It lets you precisely determine table sizes and how many will comfortably fit in the space. But don’t stop at tables – your floor plan should be a comprehensive map of your entire reception. Remember to include the dance floor, the band or DJ area, bars and buffets, entrances and exits, bathrooms, and the kitchen. By mapping out all these elements, you’ll create a seamless flow for your event.

Of interest: Wedding Reception Layout Tool

Hospitality technology trends evolve with floor planning tools, like this screenshot of Prismm. It shows how a physical space can be setup in 2D as a virtual representation of the 3D space.

When creating the floor plan, start with a few extra tables.

When creating your floor plan, it’s smart to include a few extra tables. For instance, if you have 100 guests and estimate needing 10 tables, start with 12 or 13 in your plan. This extra space gives you the flexibility to accommodate unique groupings – like seating nine cousins together or giving eight work friends their own table. While a 60” round can technically seat up to 10 guests, you might prefer a more spacious arrangement. Also worth noting – many couples enjoy mixing table sizes for visual interest. You could have eight 60-inch rounds and two 72-inch rounds to accommodate larger groups.

Always consult your venue’s banquet manager about table options. They will know what works best in their space and can advise on layout to ensure smooth service. Your floor plan and seating arrangement should facilitate easy movement for wait staff to serve and clear efficiently.

How to make a seating chart for a wedding

When to create a wedding seating chart

The ideal time to create your wedding floor plan layout is about three to four weeks before the wedding. By then, you’ll have a solid idea of your guest count. While it can be done earlier, last-minute changes are common and can significantly impact your seating plan.

Creating a seating plan with Prismm transforms this potentially stressful task into an efficient and fun process. Our tools adapt easily to changes, keeping your seating chart flexible and accurate right up to the wedding day.

Start with the bride and groom seating

Begin your seating plan with the newlyweds. Traditionally, the groom sits to the bride’s right. However, you’ll need to determine if the bride and groom want to sit with the wedding party or not. They might choose to sit with the bridal party, requiring a special table. Ask your banquet manager about creating a head table for 17 guests. Alternatively, the bride and groom may prefer a “Sweetheart Table” for two or join a family table.

Next, place families and remaining bridal party members. Surround the couple with immediate family or close friends. As you encounter tricky guest placements along the way — and you know you will – try different tables until you find the best fit.

After the bride and groom are set, seat your families, and any remaining bridal party members according to the seating plan. The tables around the bride and groom should have immediate family or close friends. As you encounter tricky dilemmas along the way — and you know you will – try seating the difficult person at different tables until you find the space that is best.

Some couples divide the room, seating the bride’s guests on one side and the groom’s on the other, with the newlyweds in the center facing the band. Others prefer a mixed arrangement. Fortunately, there’s no right or wrong approach! Using Prismm’s comprehensive online tool gives you a complete view of the entire reception space, helping you create the perfect seating and table arrangement down to the last detail, including table shapes.

Seat parents nearby

Give the bride and groom’s families, especially the parents and grandparents, prime table locations. Place them close to the dance floor, avoiding spots behind rows of tables, near the kitchen, or by the exit. Remember to consider the music source when arranging these VIP seats!

Consider guest age

Seat young adult guests near the music – they’re likely to spend more time on the dance floor or mingling. Place older guests further from the speakers to keep them comfortable. Prismm’s wedding seating chart app helps you manage assigned seats effortlessly. You can direct guests who share common interests to one table in just a few clicks, creating harmonious seating arrangements with ease.

Help guests connect

When figuring out how to do a seating chart for a wedding, consider the relationships and dynamics of your guests. Keep their interests in mind when grouping people together. For example, seat your ski-enthusiast Aunt Sarah with your friend John who just returned from a ski trip. Reunite college friends at the same table. Thoughtful matchmaking based on shared interests can create a friendly atmosphere and spark engaging conversations. With Prismm, you can easily assign seats to each guest in your digital floor plan layout.

Convey all table assignments clearly

Regardless of how you create escort cards, arrange the guests’ names alphabetically with legible table assignments. Use a format that will guide guests to their seats smoothly, ensuring a seamless transition from cocktail hour to dinner.

Prepare for last-minute changes

Expect the unexpected. A guest may drop out due to illness or a family emergency. Or, a friend you invited as a single might show up with a surprise plus-one. Be prepared by reviewing your seating plan the night before the wedding to confirm any last-minute changes. Bring extra escort cards and a nice pen to make any on-the-spot adjustments.

Learn even more about seating charts for weddings with our innovative wedding planning software. Prismm simplifies the process, making it easy to create, adjust, and perfect your seating arrangements.

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FAQs

Prismm’s collaborative floor plan design and seating chart tools help event professionals and their clients save time and reduce stress when planning wedding seating arrangements! We tackle all the tricky bits like guest dynamics, venue quirks, and even social distancing, so you can focus on the fun parts of wedding planning.
Drafting your guest list should be one of the first things you do. Group your guests as you list them – college friends, family, colleagues, special needs guests – these categories will help you later when it is time to assign your guests to their tables.
Prismm’s guest list builder allows you to easily enter and adjust all guest information, including notes, RSVPs, and important details, with filtering options. The guest list links directly to the seating chart for efficient arranging within the floor plan.

We also emphasize the importance of a “specific needs” category. This helps you note guests who may require easy bathroom access, have mobility considerations, or need special seating due to hearing issues, ensuring comfort for all attendees.
We recommend creating your wedding floor plan layout about three to four weeks before the wedding when you have a reliable guest count. While it’s possible to start earlier, be prepared for potential last-minute changes that could affect your wedding seating plan.
The couple has several options. They may sit with the bridal party, which might require a special rectangular table. Consult your banquet manager about creating a head table for up to 17 guests. Alternatively, the couple might prefer a “Sweetheart Table” for two, or they could join a family table. Prismm’s flexible design tools can accommodate any of these arrangements.
Consider guests’ interests and relationships when creating your seating plan. Look for opportunities to connect wedding guests with shared experiences or backgrounds. Thoughtful “matchmaking” can create a friendly atmosphere and enhance everyone’s experience. Prismm’s digital floor plan layout allows you to easily assign and adjust guest seating, helping you create the perfect arrangement. Our wedding seating chart examples will provide you with some options to get you started!