Planning the details of your wedding can be so exciting, but let’s face it—sometimes the terminology can get a little confusing! What’s the difference between place cards and escort cards? Do I really need them? Do I need escort cards AND place cards, or just one or the other? And where does a seating chart factor into all of this? If you’ve found yourself wondering about the differences between place cards, escort cards, and seating charts, you’re not alone. These key pieces of wedding stationery all help guide your guests to their seats, but each one serves a unique purpose.

Hi, I’m Allyson, a wedding calligrapher and the owner of The Pemberley Creative, and I’m here to help you navigate all things wedding signage! Today, I’m explaining the details about these three seating plan tools so you can choose the best option (or combination) for your big day. I consider having a seating plan (and a way to communicate it to your guests) to be a nonnegotiable piece of wedding signage. If you need further convincing that you need some sort of wedding seating plan for your wedding, read my post about must-have wedding signage here. But what’s the best way to go about getting guests to their seats?

Whether you're dreaming of a formal, elegant affair or aiming for a fun and casual celebration, understanding how place cards, escort cards, and seating charts work will take one more thing off of your already full plate! Let’s dive into the ins and outs of your wedding seating plan options.

LET’S TALK WEDDING DAY STATIONERY

*Lavender Envelope Wedding Escort Card Calligraphy*

Seating Charts

acrylic wedding seating chart — Acrylic Wedding Seating Chart | Photo by Captured Photography

Let’s start with the simplest solution: seating charts. What is a seating chart you ask? Seating charts are large signs that list every guest’s name and their corresponding table number based on your wedding seating plan. They can be organized by table or alphabetically, but I strongly suggest you list guest names alphabetically when you have 150 guests or more. Seating charts organized by table number have very clean and orderly layouts, but that’s a lot of names to sift through to find your table!

A seating chart is generally the simplest option when it comes to showing guests to their seats because it is typically one big piece, but you can definitely get creative with it! Wedding seating charts can be lettered on all kinds of materials from mirrors, acrylic, fabric, or even something especially creative like vases or flower pots. Names can be displayed over several surfaces but are generally a big list of names listed either alphabetically or by table. My general recommendation is to list the names alphabetically (rather than by table) if you have more than 150 guests - that’s a lot of names to read through!

Drawbacks to Seating Charts

There are a few downsides to using a standard wedding seating chart. Seating charts can be somewhat inflexible when it comes to last minute seating arrangement changes. For example, adding or subtracting guests can impact the overall seating chart layout and require time intensive design changes. Once your calligrapher delivers your seating chart, you will be on your own for any changes, and last minute changes to the seating chart layout may incur an additional fee.

If you will have a lot of guests at your wedding (think 250 or more), you will probably have to use a full length mirror or a large display for your seating chart in order to fit all of the names. Keep this in mind to make sure you have a way to transport the seating chart to your venue as well as ample space in your reception are to display it.

The most significant drawback to seating chart signs (and possibly the deal breaker if pertains to your wedding) is that when used alone, seating charts don’t offer any way to designate your guests’ meal choices. This brings us to the next wedding seating plan option: place cards.

Place Cards

Place cards are typically a small piece of paper – or creative alternative like a shell, bookmark, or even a piece of fruit – noting a guest’s specific assigned seat at their assigned table. Their primary purpose is to indicate each guest’s assigned seat and meal choice, ensuring that servers deliver the correct dish to the right person. One place card goes at each place setting at a wedding reception. Place cards are most often associated with more formal affairs because of their use with plated meals. You can work with your caterer to coordinate the details of meal deliver to your guests, either by providing table assignments in advance or using visual cues on the cards, such as color coding icons – think a chicken icon for chicken or a leaf icon for vegetarian options.

agate slice wedding place card calligraphy — *Agate Slice Place Cards*

Place cards also allow you to have total control over who sits next to who and the placement of your guests at the table. They are a great tool to make sure that your mom gets to sit next to her best friend, while also discreetly keeping guests who may not get along seated apart. Maybe you want to save grandma a seat to have a full view of the dance floor, but it’s okay if your cousin needs to turn around in his chair to watch the action. Place cards are the perfect solution for getting specific with your wedding seating assignments. {coordinate with wedding planner - last minute to set up place cards}

acrylic wax seal place card calligraphy — **Pro Tip**: Use different colored wax seals on your place cards as a subtle way to indicate guest meal choice.

Drawbacks to Place Cards

The main disadvantage to using place cards is that they must be accompanied by a seating chart sign, as they do not list the guest’s table number. Guests still need a way to get from the entrance of the reception to their assigned tables - asking a guest to peruse hundreds of tables and place settings for their name is not a wedding experience you want your guests to have.

Place cards offer some flexibility for last minute changes to where guests sit within their assigned tables, but, as noted above, it can be difficult to change table assignments on seating charts close to the wedding. This brings us to our final seating display option: escort cards.

wax seal wedding place card calligraphy — *Wax Seal Wedding Place Card Calligraphy*

Escort Cards

Escort cards are another great option for wedding seating assignments that essentially combine the function of a seating chart and place card. Escort cards are similar to place cards in that they are small cards that display a guest’s name, but escort cards also include the assigned table number. With escort cards you have the option to also include the guest’s meal designation, making them a valid option for both plated and buffet weddings.

envelope escort card wedding calligraphy — *Envelope Escort Card Calligraphy*

The main benefit to using escort cards is to eliminate the need for a seating chart, while also serving as a creative wedding favor option or a beautiful addition to your tablescape. Similar to a seating chart, escort cards can be displayed in a wide variety of ways. You can keep it simple with a table of tented escort cards at the entrance to your reception, or really go all out with an interactive, elaborate display that doubles as a guest favor. You can also save on space (and maybe a little money!) by listing couple names on a single card, but don’t go this route if you need to designate meal choice. Be sure to list escort cards in alphabetical order by last name for your guests to find their names easily.

Drawbacks to Escort Cards

There are a few drawbacks to using escort cards for your wedding seating assignments. The main one is that the small cards or items have to travel with your guests from the display to their seats, making them easily misplaced during cocktail hour. If a guest loses their escort card, they may not remember where they are supposed to sit, and there likely isn’t a seating chart to refer back to. A misplaced escort card is a bigger issue if it includes the guest’s meal designation for your plated dinner.

Escort cards may also start to get a bit cluttered with guest names, table, and meal designation all on one piece, so be sure to talk over any design considerations with your calligrapher.

Seating Chart vs Place Cards vs Escort Cards

Too long, didn’t read? Here’s a summary of the pros and cons of the different wedding seating plan options.

Seating Charts:

(+) Simple and straightforward
(-) Difficult to make last minute seating assignment changes
(-) Doesn’t denote meal choice when used alone

Place Cards:

(+) Foolproof way to designate guest meal choice
(+) Creates the ability to assign specific seats at the table
(+) Offers a formal feel and a way to personalize place settings
(-) Requires the use of a seating chart as well

Escort Cards:

(+) Eliminates the need for a seating chart
(+) Displays can be interactive or incorporate a favor
(+) Easiest for making last minute seating changes
(-) Guests may forget their seating assignment if they lose the card

Escort Card & Place Card Frequently Asked Questions

Still have more burning questions about escort and place cards? I answer my most commonly asked questions about them below.

Should I use place cards, escort cards, or a seating chart for my wedding?

The decision to use place cards, escort cards, a seating chart, or a combination thereof is a personal choice specific to the kind of wedding you want to have. I made a fun flow chart to help you decide which seating plan option is best for you, or you can follow the general guidelines I listed below:

If you’re having a formal, plated meal and need to show guests’ meal designations and/or assigned seats, place cards accompanied by a seating chart are your best option.
If you don’t need to show guests’ meal designations and want a fun way to incorporate favors and seating assignments, escort cards are a great choice.
If you’re looking for a simple solution and you don’t need your guests to pick their meals ahead of time, go ahead and stick with a straightforward seating chart.

When should you order your escort cards, place cards, and/or seating chart?

Place and escort cards (as well as seating charts) can be completed once you have all of your RSVPs in and have completed the final seating plan (along with meal choice, if applicable). I typically ask that the final seating plan be completed and returned to me no later than three weeks before you need the cards or seating chart returned to you, to allow plenty of time for me to complete the calligraphy by hand.

However, it’s best to place your order 3-6 months ahead of time to secure a space on your calligrapher’s calendar and to establish the design of your place or escort cards. This is even more important if you’re planning a large display, which may require more design time than a standard seating chart.

Should place or escort cards be flat or tented?

If you’d like your place or escort cards to be on paper, the decision to make them flat or tented is totally personal preference! In general, I would say that tented escort cards work well when your plan is to display them on a table so that they are easier to pick up. Flat place cards are great for tucking into a napkin or resting on top of your place settings.

What can I use instead of paper place or escort cards?

There are so many creative options you can use for place or escort cards for your wedding. Your main limiting factor is probably size - escort cards specifically should be something small enough to easily carry one-handed into your reception (in case your guest has a drink in the other hand!).

Here are a few alternative ideas for escort and place cards:

Agate slices
Terra cotta pieces
Disco balls with tags
Custom keychains
Bookmarks
Drink tags or ribbons
Postcards

**Don’t forget table numbers!**

I have an entire blog post dedicated to the do’s and don’ts of wedding table numbers that you need to go along with your seating plan.

LEARN MORE

Looking for more information about other wedding signage?

Are you still wondering what other signs you may need for your wedding? Check out my post about “must have” wedding signage.

I go into full detail about all of the possible wedding signage options you may want to consider in my free guide, Your Ultimate Guide to Wedding Signage (plus a checklist!). You can get it now by signing up here.

Looking for more wedding signage ideas and inspiration? You can see some of my favorite pieces that I have created here.

Are you ready to take the next step and start planning your wedding signage?

Contact Me

Escort Cards vs Place Cards vs Seating Charts