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Good grief. Two weeks before the wedding and my site coordinator emails me to say that by the way, we cannot accommodate eight tables in your reception room anymore, only six, possibly seven. Eight tables just won’t work.
SAY WHA?! 
She then said if I wanted eight tables, we’d have to open up another room (Vista II in the picture below), which I definitely don’t want. How can I see my guests in Vista II if I’ll be seated in Vista I?! Here is a diagram of the reception layout:
…with six tables (10 people/table).
…with seven tables (8-9 people/table).
My reactions:
1) I just met with you two weeks ago and you said eight tables would fit, no problem!
2) You said the tables ideally fit eight people/table. Who wants to squish?
3) Not only have I created the seating arrangements already, but I just finished my escort cards!
I’m upset because I just purchased blank letterpress escort cards from Paper Source and painstakingly handwrote all of them. I thought I was done! So much for trying to anti-procrastinate. 
But at this point, what other alternative do I have? More money, more time, here I come… *sigh*
What bad news have you received from your venue site coordinator?
Sorry you’re going through this.
Just a suggestion, can you get larger tables that would seat more people and not be squished? That might mean, new table covers and still redoing the seating chart, but at least everyone’s still in the same room.
I’m preparing myself now so I don’t get upset when things like this happen in the home stretch. Things like this are bound to happen. Just be glad its not worst.
Good luck, I’m sure everything will be fine.
If her drawing is “to scale” which it should be for such a final plan, why wouldn’t this work:
http://www.pictureinfinity.com/pics/seat.jpg
I keep the minimum distance almost exactly what she had it from the top two middle tables to the center table. So people shouldn’t have too much trouble backing out if they weren’t going to before. Heck, I got 9 tables in there! LOL They are all exact replicas of her tables so if her tables are right, ask her maybe about this?
(moving the two side tables up gives you more room near the front to put two extra tables)
Hope it helps!
Matt
don’t feel too bad, i used three connecting rooms b/c my venue had the same issue as well. it’s tough for your guests in the 2nd room but make sure your DJ has speakers set up in the 2nd room so they can at least hear if not see. i had guests get up and moving around which i was glad to see but still felt bad cuz i didn’t want them to think they were banished into the 2nd room for thought of as less important.
funny though.. i’d expect your venue to know your guest count and know how much each room could accomodate.
good luck!
That she was quitting and her last day was just days before! Ugh!
If you’re using 5′ round tables, 10 people would not be uncomfortable, especially if you’re using chivari chairs. But even with folding chairs, its not too bad. But… Matt’s layout looks pretty good, too!
i agree with Carrie. i’m a wedding coordinator myself and 60 inch standard rounds fit 10 people comfortably. i’m so sorry you’re going through this though. your site coordinator really should have told you this much earlier. two weeks before is just unacceptable. i would be just as upset as you. perhaps in seating cards you have to redo, you can simply print them on an inkjet printer. it works pretty well on the Luxe paper (from paper source, right?) best of luck to you!
Can you a least get her to cover the cost of the escort cardsd?
I worked at a banquet hall for 3 years. If you are using 60′ rounds, 10 people definitely fit comfortably. We’ve even put 11 at some crowded weddings.
But, 10 is standard. 8 people is pretty spacious.
is 8 tables in your contract?
I agree with the others…it looks like if they wanted, they can accomodate 8 tables. That said, I would choose a new table configuration (maybe mix rounds with longer, banquet tables) so that all of the guests can be in one room, rather than opening it up into another room altogether. It’s not like you need 5 more tables, just 2 and to me it seems that with Matt’s schematic it would work. Is there anyway to talk to a NEW coordinator at your site? Obvioulsy they have events all of the time and should know what the room can accomodate.
I am sorry that in your efforts to be ahead of the game with your escort cards you got screwed by an event planner who’s not prepared.
I am a catering manager at a hotel. You need 144 sq feet (12 x 12 space) for each table. To calculate how many tables max will fit in a room, divide that by the total square footage. Keep in mind, the more stuff such as staging, and dance floor you have- the less room you have to work with. According to your diagram above, you really dont have a lot of staging, etc…
[...] the same e-mail the assistant had sent me last week (regarding the bad news about the table arrangements), she [...]
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Mrs. Tomato, Napa Valley Age and Occupation: 25, Technology Project Manager Fiance's Age and Occupation: 27, Engineer Engagement Date: October 22, 2006 Wedding Date: July 1, 2007 Blogging Since: May 1, 2006 Venue: Auberge du Soleil About Me: I love all things beautiful. From handmade stationery, feminine fashion and delicate flowers to the little moments in your life treasured with your loved one. I am also notorious among my friends to be a deal hunter! My best deal was perhaps my Monique Lhuillier dress for $1100 (orig. $5000). I also tend to use a lot of exclamation marks! =)
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