How to: Escort Cards & Guest Seating List From A to Z

Many brides become overwhelmed by all of the wedding details.  Especially during the last few weeks leading to their wedding.  Instead of going into shut-down mode, choose one thing to focus on at a time.  Finish that task and then move onto the next.

One task to focus on:  Escort Cards and your Guest Seating List

The Escort Cards are the cards you give your guests prior to your sit-down dinner reception that let your guests know which table they are sitting at.  This can be done by creating a large seating chart, but it is much easier to edit individual cards when you receive a last-minute request.

If this one is not done properly, your guests become frustrated (and whoever is helping you seat them).  In fact, your guests may become downright angry and feel as if you did not care to put the time into making them feel welcome.  They would be right. A bit of effort and know how can really ease the flow of your reception.  So let's get started.

Have a guest list. 

You sent out invitations, right? So you must have a list of guests. If not, take ALL of your guests' names and put them into a spreadsheet, such as Excel or Numbers.

Make a column for the guests first names and a separate column for their last names.  You can enter everyone's names in any order that you wish.  Why? Because you can SORT the list! When you are done, you will sort this list alphabetically from A-Z by LAST NAME.  (Check your numbers or excel program's help section for directions on how to sort "rows" by the column that contains the last names.)

Choose your Escort Cards.

One you have your list completed, count how many cards you will need.  Add on at least 25% for errors and some extras to have on hand your wedding day so your coordinator may fill out names if needed.  (I have needed extra cards twice, so I definitely recommend this!)

There are many escort card style options.  Here are just a few.  You can choose:

• Folded table tent cards.  You would write the names and table numbers on the front or the names on the front and the table number inside the fold.
• Mini envelopes with the names on the front and a small card with the table number on the inside.
• Oragami shapes. Write guests names and table number on the wing or body of a crane or have a simple shape unfold to reveal the table number.
• For a smaller party, write thank you notes to each guest with their name and table number on the front of the envelope and the thank you note tucked inside.
• Flat cards with names and table numbers written on the front.  You can glue the cards to toothpicks and insert them into beds of wheat grass or into a mini crab apple.
• Use your imagination! The most wonderful displays reflect your personality, favorite things and your wedding colors and theme.

photo by Suzanne Carvlin, Suzanne The Party Girl, LLC

Fill Out Escort Cards.

Fill out the names on the escort cards as you did your invitation.  You invited Mr. and Mrs. John Fisher, they would receive one card.  Ex.:

Mr. & Mrs. John Fisher - Table 4

Mr. and Mrs. John Fisher and family (young children under the age of ten) would be on one card if they are all at one table.  If they are at two tables, the children would receive their own card.  Ex.:

Mr. & Mrs. John Fisher - Table 4

Joanna, Kevin and Brian Fisher - Table 5

If the children are older than ten, they should have received their own invitation and, accordingly, you should write their names on individual escort cards.  Especially if they are grown children.  They may be at different tables with their cousins and mutual friends.  Ex:

Mr. & Mrs. John Fisher - Table 4

Joanna Fisher - Table 5

Kevin Fisher - Table 6

Brian Fisher - Table 6

Escort cards may be passed out in several ways, but here are the two that work the smoothest.  

1) Your guests find their own card. You can arrange them on a table, or a board, or a clothing line, or a tree (the list goes on) so guests may find their own card.  You can place them all in alphabetical order from A to Z by the last name of the couple or by the last name of the eldest male guest, or the guest who is closest to you (if you invited a female guest and she brings an escort, you would use her last name).  This is best done as guests arrive for the ceremony and during cocktail hour.  If you wait until right before the reception, you can have quite a crowd.  

2) Your coordinator hands guests their seating card. Another method is to have your coordinator hand guests their seating arrangements when they arrive to check in at your reception. If you have more than 50 guests, you will want more than one person to do this, or a bottle neck will be created.  For more than 50 guests, have guests' names alphabetized from A to Z in more than one recipe-card holder-type boxes.  When guests arrive, ask their name (first and last) then have one assistant look through an A-L card file or another assistant look through a M- Z file depending upon the last name.  You can have their names printed on mini envelopes with a card inside revealing their table number.  You can print the names on colored peel-and-stick paper then adhere the labels onto mini envelopes.  

Tip: In both instances, have a gift table prior to your escort card table so guests' hands aren't full while they are retrieving their card.

Amber Gufsterson of Amber Events has a good tip on her blog, also.  (I swear that we wrote our posts independently.  We both had a similar experience though, that prompted the escort card hotline!) Amber's tip: Have a table on the perimeter of your event that has two extra seats not assigned to anyone.  This way, if you make an error in your seating list and accidentally exclude someone,  you still have a seat for them.

If you have any questions about escort cards, please leave a comment!  I will gladly reply!

Party on!

Suzanne