Picture this: it’s your wedding day. Guests are arriving, music is playing, and suddenly someone stands at the entrance holding a clipboard, confused. They don’t know where to sit. That’s the moment you realize-your escort cards or place cards didn’t do their job.
Many couples think escort cards and place cards are the same thing. They’re not. And mixing them up can turn your carefully planned seating into a chaotic free-for-all. Here’s what actually matters-and how to get it right.
What Are Wedding Escort Cards?
Escort cards are small signs or cards that tell guests which table they’re assigned to. They don’t say where they sit at that table-just which table to head toward. Think of them like a hallway sign in a hotel: "Banquet Room A"-you know where to go, but not your exact seat.
Traditionally, escort cards are placed on a display table near the entrance. Each card has a guest’s name and the table number. Guests find their name, then walk to the right table. Once there, they pick any empty seat.
This style became popular in the 2010s because it’s flexible. Families and friends can sit together even if they weren’t invited as a group. It’s also easier to adjust last-minute changes. If someone cancels, you just move a few names around-no need to reprint everything.
Escort cards are usually printed on cardstock, tied with ribbon, or placed in small frames. Some couples use wooden tags, acrylic stands, or even mini chalkboards. The design often matches the wedding theme-rustic, modern, vintage, or minimalist.
What Are Place Cards?
Place cards are different. They tell guests exactly where to sit-down to the specific chair. Each card has the guest’s name and their assigned seat number or position at the table.
You’ll see place cards laid out at each setting: folded beside the plate, tucked into a napkin, or propped up on a small stand. They’re personal. They’re precise. And they’re not meant to be moved.
Place cards are common in formal weddings-think black-tie events, multi-course dinners, or traditional cultural ceremonies. They’re also popular when seating is tight, or when you need to avoid awkward pairings (like exes, in-laws who don’t get along, or people who hate each other’s coffee preferences).
Place cards are usually smaller than escort cards. They’re often printed on the same paper as your invitations or menus. Some couples use calligraphy, gold foil, or even edible ink for a luxe touch.
Key Differences at a Glance
Here’s the simple breakdown:
| Feature | Escort Cards | Place Cards |
|---|---|---|
| What they tell guests | Which table to go to | Exactly which seat to sit in |
| Where they’re displayed | On a central display table | At each individual place setting |
| Flexibility | High-guests choose their own seat | Low-seats are fixed |
| Best for | Casual, modern, or large weddings | Formal, intimate, or structured events |
| Cost & effort | Lower-fewer cards to make | Higher-one per guest, plus placement |
When to Use Escort Cards
Go with escort cards if your wedding feels relaxed. Think beach receptions, backyard BBQs, or outdoor ceremonies with long tables. They’re perfect when:
- You have 100+ guests
- Guests are mostly friends and family who know each other
- You want to encourage mingling
- You’re on a budget
- You’re not sure who will RSVP last minute
One couple in Perth used wooden slices with handwritten names for their coastal wedding. Guests picked up their cards and wandered over to tables named after Australian beaches-Cottesloe, Scarborough, Bells Beach. It felt personal, fun, and low-stress. No one panicked. No one got lost.
When to Use Place Cards
Choose place cards if your event is more formal-or if you’ve spent hours planning who sits with whom. This is your go-to if:
- You’re serving a plated dinner
- You have a mix of people who might not get along
- You’re doing a traditional ceremony with cultural seating rules
- You want a polished, elegant look
- You’ve already assigned seats based on relationships, work ties, or family dynamics
A friend of mine in Melbourne had place cards made from recycled paper with pressed flowers. Each one was hand-lettered and placed beside a custom menu. Guests didn’t just find their seat-they felt like they were part of something intentional. It added a quiet, thoughtful energy to the night.
Hybrid Approach: The Best of Both Worlds
You don’t have to pick one. Many couples now use a hybrid system.
For example: use escort cards to direct guests to their table, then use place cards at each seat to assign exact positions. This gives you the flexibility of escort cards with the control of place cards.
It’s especially useful for:
- Weddings with multiple tables of the same type (e.g., all round tables)
- Events with a mix of formal and casual guests
- Couples who want to impress without overcomplicating things
Just make sure the design flows. If your escort cards are minimalist, your place cards shouldn’t be ornate. Keep the style consistent.
Common Mistakes to Avoid
Even experienced planners mess this up. Here are the top blunders:
- Using place cards on a display table. That’s not a place card-it’s an escort card with extra work. Guests will be confused.
- Forgetting to include titles. "Mr. and Mrs. Johnson" or "Dr. Lee"? Don’t assume people know how they’re listed on the card. Double-check with RSVPs.
- Writing names too small. If someone has to squint, they’ll give up. Use at least 14-point font.
- Not labeling tables clearly. If you’re using escort cards, make sure the table numbers are visible from 10 feet away. A small sign on the table isn’t enough.
- Leaving cards unattended. If your display table is near the bar, someone might grab a card by accident-or worse, steal it as a keepsake.
What Do Guests Actually Prefer?
It’s not about what looks pretty. It’s about what makes guests feel welcome.
A 2024 survey of 1,200 wedding guests found that 78% preferred escort cards. Why? They felt less pressured. "I didn’t have to worry about sitting next to my ex," said one respondent. "I just found my table and sat with my friends. It felt natural."
But 62% of guests at formal weddings said they appreciated place cards. "It made me feel like I mattered," said another. "They didn’t just assign me a table-they assigned me a spot. Like I was part of the plan."
The takeaway? Your guests care more about feeling included than about the format. Choose the system that reflects your values-not just your Pinterest board.
Final Decision Checklist
Still unsure? Ask yourself these five questions:
- Is my wedding formal or casual?
- Do I have a lot of last-minute RSVP changes?
- Are there any guests who might clash if seated together?
- Am I serving a plated meal or buffet?
- Do I want guests to mingle freely or stay in their groups?
If you answered "casual," "yes" to last-minute changes, and "yes" to mingling-go with escort cards.
If you answered "formal," "no" to changes, "yes" to clashes, and "plated meal"-choose place cards.
If you’re torn? Go hybrid. It’s the safest bet for modern couples who want elegance without chaos.
Frequently Asked Questions
Can I use escort cards for a small wedding?
Absolutely. Even at small weddings (under 50 guests), escort cards work well if you want a relaxed vibe. You can still assign tables by family, friend group, or even interest-like "Wine Lovers Table" or "Dance Floor Crew." It adds personality without the pressure of assigned seats.
Do place cards cost more than escort cards?
Yes, usually. Place cards require one per guest, plus time to place them at each setting. Escort cards only need one per table (or one per guest, but displayed once). If you’re hiring a coordinator, they’ll charge extra for placing place cards. Budget for about 20-30% more for place cards.
What if a guest can’t find their card?
Always have a backup. Designate one person-like your wedding planner, a sibling, or a close friend-to stand near the display table and help guests find their names. You can also print a master seating chart and hang it nearby, just in case.
Can I mix escort cards and place cards for different tables?
Yes, but it’s messy. If you do this, make sure the difference is obvious. For example, use escort cards for the main reception tables and place cards for the head table or VIP section. But most couples avoid this-it confuses guests. Stick to one system unless you’re certain it enhances the experience.
Are digital seating charts replacing physical cards?
Some couples use QR codes linked to a digital seating chart. But most guests still prefer physical cards. Older guests, in particular, don’t want to pull out their phones at a wedding. Plus, a beautifully designed card is a keepsake. Digital options are trendy but rarely replace the emotional impact of a handwritten name.