Butts in Seats

Since we are having a plated dinner at our reception and the thought of free-for-all seating scares me, our guests are going to be given a spot to sit, and I’m happy to report the Sword table assignments have been completed! Of course, our guests are free to sit anywhere at said table, but for the purposes of allergies, and because let’s face it, people like to sit by the folks they know, everyone was assigned a specific table in advance.

And it was so easy that I’m scared it was too easy. If you’re looking for a quick way to design your table chart, here’s a break down of how my system worked and a rough estimate of how long everything took me.

First off, I have to give credit to Mrs. Mink’s post here because her ingenuity was what inspired me to do the same! 🙂

By putting some effort in ahead of time, Mom Sword and I were able to create the table assignments in a quick 20 minutes. We started with the tables that we were more certain of and went from there. Once Mr. Sword arrived home from Kansas City he reviewed our table assignments, made a few slight changes, and with that we were done!

We probably spent a total of 35 minutes making the seating chart and I firmly believe that it went so quickly because of the preparation I did ahead of time.

The only thing I had to buy were the little post-it notes to write the guest’s names on, the other stuff, scissors, paper, and a pen were all found in my house.


I wrote every single wedding guests’ name on their own post-it note. Color didn’t matter. This part probably took close to 45 minutes but I did it while watching TV, so it flew by. Once they were all finished I stuck each name to a piece of paper and set it aside.


After that, I cut each piece of scratch paper into an oval or an oddly shaped circle, I wasn’t particular. Then I wrote the table names in the center.


The hardest part for a perfectionist like myself was not starting over when I messed up on a name or wrote the same table name twice (see below as I’m crossing something out). To make this project worthwhile I had to be quick and a bit sloppy. It’s not like this was going to be a final product or anything!


In the end I’m so glad I took the time to set up the tables in a visual way because it was so much easier than all of us staring at the same computer screen trying to make the assignments online, or writing lists of names over and over. It was so simple to change names by picking up their post-it and moving it from one table to the other.

We also tried to put the guests at tables that we thought fit with them. For example, we put family at the Family table, and friends at the Friend table, and our church friends at the Faith table. Not everyone is matched up perfectly, and there may or may not be a few men at the Princess table but hey, our friends have a sense of humor, right?


We also used coasters to differentiate between the two types of centerpieces will be having at the wedding in effort to arrange how we want the tables positioned in the reception room. Mr. Sword and I will be at a sweetheart table in the middle of the room and we tried to put our immediate family and bridal party as close to our table as possible.


If you’re a visual learner like myself, I highly recommend this method of table assigning! It worked wonders for us and it was so easy to make changes along the way.

Finally, remember when I asked for help with our castle and our escort cards? Well, we really wanted to make the flags as that was the most popular suggestion, but after A LOT of brainstorming, Mom Sword came up with something pretty brilliant.

This is just a first draft/prototype, but we all love it so far”¦


(all photos personal)

Are you making table assignments? If you already have, did you find it difficult or time-consuming? What does the hive think of our escort card swords?


Mrs. Sword

Wedding Date:
March 2013
Apple-y Ever After: Reception Details
The Wallaby Playlist
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  1. Member
    x0jlynn03 3516 posts, Sugar bee @ 6:50 am

    I did the same as you.. made “tables” and wrote each guests name in pencil.. it really wasn’t as scary as a task as I thought it was going to be.. I originally did it myself, then had my mom and fiance look it over & made any changes they requested. We are still getting RSVPs in — so my seating chart as of right now includes every guest we invited, then as we get “no” RSVPs I erase them and once we hear from everyone I’ll condense tables as needed. I too think it helps to plan ahead and know what you’re going to do before tackling the project!

  2. Member
    BookishBelle 1629 posts, Bumble bee @ 7:14 am

    We used a website (via TheKnot) for all RSVPs, so our guest list was in their system already and they have a great easy seating chart on the site. You just dragged and dropped people onto the table you wanted them at, it kept couples together, there was no chance of forgetting people because the guest list was already in the system, and it showed on the side the people who still weren’t seated. It seriously took me about 5 minutes to make the table assignments (with some adjustments the week before the wedding when some family couldn’t make it due to immigration stuff, but mostly the list stayed untouched after that 5 minute frenzy!)

  3. Member
    stephk527 987 posts, Busy bee @ 10:40 am

    I am so excited to do my freaking seating chart. Seriously, I cannot wait until it’s time. I love this idea and have planned to do something similar. After, I’ll probably enter everything into a spreadsheet just so I have everything organized, but for the actual doing part it’ll be pen-and-paper.

  4. Member
    mrspaulsbabyballerina 2076 posts, Buzzing bee @ 10:42 am

    I too used post-its and a big piece of posterboard for our seating chart. I wrote each guests name on either pink or blue post-its to correspond to gender just to make sure we didn’t end up with a table of all men or a drastically uneven number of men or women at each table.

    The post-its made it so much easier! And I also was surprised at how easy it was to make our seating chart. I looked that thing over a million times because it just didn’t seem like it should have been that easy!

  5. mslemur Bee
    mslemur 616 posts, Busy bee @ 11:13 am

    Love your way of organizing visually! And I’m loving your mock-up of the escort cards so far 🙂

  6. mspony Bee
    mspony 9265 posts, Buzzing Beekeeper @ 3:28 pm

    Your mock escort cards are so cute! Bee love is the best!

  7. Member
    lealorali 4827 posts, Honey bee @ 3:50 am

    Can’t believe it only took you 35 mins!!! Awesome.

  8. Member
    money 12 posts, Newbee @ 6:57 am

    Love your way of organizing visually! Bee love is the best!

  9. mstoadstool Bee
    mstoadstool 2485 posts, Buzzing bee @ 5:12 pm

    No way! Swords? that is genius!
    I am not kidding you, I am so jealous of how much you get to incorporate your character in your wedding.

  10. sword Bee
    sword 1029 posts, Bumble bee @ 6:22 pm

    @X0JLYNN03: Great job working ahead, I love being organized like that!

    @BookishBelle: Wow, five minutes is so impressive! I’m a big fan of doing wedding stuff online.

    @StephK527: haha glad you’re excited about your seating chart, love it!

    @MrsPaulsBabyBallerina: Oh color-coding by gender is smart! Yes, so surprisingly easy!

    @Miss Lemur: Thank you Lemur!

    @Mrs. Pony: Yay for bee love!! 🙂

    @lealorali: I was shocked too!

    @money: whoo-hoo, totally!

    @Mrs. Toadstool: haha thanks girl, you’re so cute!

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