Quick answer
Use one large board or a set of escort cards near the entrance, list guests alphabetically by surname rather than by table, and use large, plain lettering. Guests should find their name within seconds, not search table by table.
Board, escort cards or place cards
A seating board shows every guest on one display. Escort cards are small cards, one per guest or couple, that tell them their table. Place cards sit at each seat and are only needed if you assign individual seats. Most weddings use a board or escort cards, and add place cards only for a pre-selected plated meal, or if your venue requires it.
Order names alphabetically
Guests know their own name, not their table number. List everyone alphabetically by surname, with the table next to each name. Grouping names by table looks tidy but makes every guest read the whole board.
Make it readable from a distance
Use large, plain lettering with strong contrast. Script fonts look lovely in photos and slow everyone down at the door. If the board is large, split the alphabet across two panels so two groups can read at once.
Place it where people gather
Put the chart at the entrance to the reception, with enough space for a small crowd. Make sure it is lit after dark, and have a back-up plan if it is outdoors.
Check spelling and titles
Ask someone who did not make the chart to read every name against your guest list. Misspelled names are the detail guests remember.
Keep a printed copy for staff
Give your venue lead and planner a printed copy by table. When a guest cannot find their name, the staff can point them to their seat without sending them back to the board.
Frequently asked questions
Should the seating chart be alphabetical or by table?
Alphabetical by surname, with the table number next to each name. Guests find their own name much faster than they find a table.
What is the difference between escort cards and place cards?
Escort cards tell guests which table they are at. Place cards sit at the table and mark individual seats, which you only need for assigned seating.
Where should the seating chart go?
At the entrance to the reception, with room for a small crowd, good lighting and a back-up if it is outside.