Reserved Seating and Signage: Where to Put Signs and Charts

A good seating chart lets 150 guests find their seats in under 10 minutes. A bad one creates a traffic jam at the door, with guests trying to read small cards while the bartender waits. The fix is almost always the same: put the display in the right place, make it big enough to read from a few feet back, and mark the tables so that guests can walk straight to them.

An entrance plan that works

What to put where

These heights are rules of thumb; test in the room by standing at the back of the nearest table and looking for the number.

Types of seating display

For a 150-guest reception, a chart board or escort table is the best mix of speed and style. For ideas on boards and easels, see signage and easels for events, mirror seating chart display guide and reception table names and seating map.

Ceremony and special seating

At a ceremony, reserve the first rows for family and mark them with small signs or ribbons on the aisle chairs. Keep the signs consistent on both sides, as discussed in seating chart for divorced parents and blended families. At a corporate event, reserve front rows for speakers and sponsors and add a second sign for accessible seating; see ADA accessible event seating and pathways. Here are some tips for reserved seating:

• Use a different color for reserved seats than for general signs.
• Put reserved signs on chairs, not on the floor.
• Tell the ushers who sits where, and give them a list.
• Remove the signs after the ceremony so guests can sit anywhere.

Avoid the bottleneck

For 200 or more guests, set up two or three alphabetical stations (A to H, I to P, Q to Z) so lines stay short. Place them in different spots of the entrance zone. Pair each with a staff member or friend. At night, light the chart; see lighting for night event photos.

Chicago specifics

Winter coats matter: if the chart sits next to the coat rack, the entrance clogs. Move them apart; see coat racks for winter events. At a large Chicago hotel, the pre-function foyer is a good place for the chart, which clears the ballroom doors until the room is ready. For tents, put the chart outside the door under a canopy or awning in case of rain.

Chairs and tables with signs

Some chairs hold a sign better than others. A back with an open lattice, like the cross-back, takes a hanging sign; a solid back such as a shell chair works with a clip. See chair back decor, florals and signs and Mr. and Mrs. chair signs.

Get your signage and seating plan right

Book a free 15-minute seating call and we will help you turn your guest count and room dimensions into a rental list, or request a quote with your date and venue.