Tracking RSVPS and creating the seating chart
Not sure where to start when it comes to tracking your RSVPS? Does creating the seating chart overwhelm you?
In this blog I will give advice on how to both track your RSVPS and create your seating chart.
Let’s jump in!
Set a RSVP deadline
Setting a deadline for responses for your RSVPS is a must. This allows you to collect final numbers for your guest count, which is needed to give to your catering and bar along with knowing the number of tables needed.
Paper RSVPS vs. digital RSVPS
Depending on what your invitations were you may have sent out RSVP cards to be mailed back to you or maybe you opted for a digital response. Let’s talk about the paper option first. I suggest as the RSVP cards start coming in to make two separate piles - one for attending and the other declined. This way you can easily flip through the cards accordingly. It is helpful to start logging them in an excel spreadsheet as they are mailed in or you can plug them all in after the RSVP deadline has passed. For the digital responses they are most likely tracked already for you through whatever wedding website you are using. For example, Zola tracks them and gives you the numbers accordingly. Either way is great, but you will probably have a little more work to do if you choose the paper way. But I feel like they give different types of vibes - paper cards are more traditional and a little “fancier” but if you’re looking for convenience and maybe your guests are younger you could go with the digital way. A useful way to do the digital route is a QR code that your guests can scan and it takes them right to where they can respond.
Get your floor plan
Most venues will send you a floor plan of the reception space so you can have a visual when making your seating chart. On some occasions you may have to make your own. First calculate how many tables you need according to your total guest count from your RSVPS. I suggest seating 8-10 people per table. Be sure to mark tables like where your DJ goes, buffet tables, dessert table, memorial table, gift table, welcome table etc. Decide what shapes of tables you want - circle or rectangle? Do you want a head table or sweet heart table? Be sure to check with your venue for the tables available!
Creating your seating chart
When it comes to creating your seating chart here are a few things to consider.
Start by placing your immediate family at the closest tables to the head table. The tables closest to the dance floor I recommend would be the younger crowd, most likely your friends. The tables a little more on the outside could be grandparents (if there aren’t at the immediate family table) or parents or grandparents’ friends. Fill in the middle tables with Aunts, uncles and other extended family. If you have a lot of kids consider a kids table.
Once you have the layout of where you want your guests you can number the tables then print off your guest list. I suggest highlighting the guests that are attending. Then you can place the table number next to each guest name. Then from there you can consolidate all the guest names by each table. Then your lists of tables are ready to be printed! You can print them off by table or you can have one board or maybe you’re having it made - either way your tables are ready!
