Wedding escort cards might seem like a small detail, but getting them wrong can turn a smooth guest experience into a chaotic mess. If your guests are milling around the entrance, confused about where to sit, you’ll feel it. And it’s not just about looks - timing matters more than you think. You don’t want to be scrambling for them the week before your wedding. Here’s exactly when to order them, what to watch out for, and how to avoid the most common mistakes.
Why Timing Matters More Than You Think
Escort cards aren’t just pretty little signs with names on them. They’re the first real interaction guests have with your wedding’s flow. If they’re late, missing, or printed wrong, you’ll be stuck fixing it while you’re supposed to be getting ready. And trust me - no one wants to be the bride or groom holding a stack of hand-written cards at 8 p.m. the night before the ceremony.
Most couples wait too long. They think, ‘It’s just a card,’ and put it off until after the invitations go out. But printing takes time. Design changes take time. And if you’re ordering from a small vendor or overseas, shipping delays can sneak up on you. You need breathing room - not just for printing, but for testing, correcting, and double-checking.
Step-by-Step Timeline: When to Order
Start with your guest list. You can’t order escort cards until you have a final count. That means you need to close your RSVPs first. Most people don’t realize this, but you should aim to have your final headcount locked in eight weeks before the wedding. That’s your starting line.
- 8 weeks before: Finalize your guest list. Send out reminders to anyone who hasn’t responded. No more ‘maybe’ responses. You need an exact number - including plus-ones, children, and any last-minute additions.
- 7 weeks before: Choose your design. Don’t wait until the last minute to pick fonts or colors. If you’re matching your invitations, make sure the style lines up. Print samples if you can. A lot of vendors offer digital proofs, but a physical sample shows you how the paper feels and how the ink looks in real light.
- 6 weeks before: Place your order. This is the sweet spot. Most printers need 7-10 business days to produce escort cards. If you’re using a local printer in Perth, you might get them in 5 days. If you’re ordering from overseas, give yourself 3 weeks for shipping and customs. Don’t assume it’ll be fast.
- 4 weeks before: Receive and inspect. Open the box. Check every card. Are the names spelled right? Is the seating chart layout accurate? If there’s a mistake, you still have time to fix it. Most printers will redo a small batch for free if you catch it early.
- 2 weeks before: Prepare for assembly. If your cards need to be folded, tied with ribbon, or placed in holders, now’s the time to gather your supplies. Get friends or family to help. You don’t want to be doing this the night before.
- 1 week before: Set up your display. Test the placement. Will the cards be visible? Are they easy to reach? Will guests trip over them? Make sure your table is stable and the lighting isn’t glare-heavy.
What Happens If You Wait Too Long?
I’ve seen it too many times. A couple orders escort cards three days before the wedding. The printer says they can rush it - for double the price. They pay. Then the ink smudges. Or the names are wrong. Or the cards arrive in the wrong size. Now they’re stuck.
One bride I know had to handwrite 120 cards in her living room at 2 a.m. the night before the wedding. Her hands were sore. She cried. And the next morning, three guests sat in the wrong seats because the handwriting was too messy to read.
It’s not just stress - it’s money. Rush fees can add $100-$300 to your bill. And if you need to reprint? That’s another $150. You could’ve had perfect cards for half the cost if you’d just ordered on time.
Common Mistakes (And How to Avoid Them)
Here are the top three errors people make - and how to dodge them.
- Mistake: Using the same font as your invitations. Fix: Escort cards need to be legible from 3 feet away. Avoid script fonts. Stick to clean, sans-serif typefaces like Helvetica, Lato, or Montserrat. Test readability by printing a sample and stepping back.
- Mistake: Forgetting to include children’s names. Fix: If kids are invited, list them separately. ‘The Smith Family’ is too vague. Write ‘Emma Smith’ and ‘Noah Smith’ on two cards. Otherwise, parents will assume they can sit anywhere.
- Mistake: Ordering too many. Fix: Order 5-10 extra cards. Not for ‘just in case’ - for last-minute additions. If someone brings an uninvited guest, you’ll be glad you had backups.
What About Digital Escort Cards?
Some couples skip physical cards entirely and use QR codes or apps. It sounds modern - until you realize half your guests are over 60 and don’t know how to scan a code. Others forget their phones. Or the Wi-Fi dies.
Physical cards still win. They’re tactile, reliable, and timeless. You can hold them. You can see them in sunlight. You don’t need a battery. And if your wedding is outdoors - like many in Perth - paper doesn’t glitch.
If you want to go digital, use it as a supplement. Put a QR code on the back of each card that links to your wedding website. That way, you get the best of both worlds.
Where to Order in Australia
You don’t need to go overseas. Perth has several excellent local printers who specialize in wedding stationery. Look for vendors who offer:
- Free digital proofs
- Same-day pickup options
- Recycled or plantable paper
- Custom sizing (standard is 3.5 x 2 inches, but you can go bigger)
Check out Letterpress Studio in Fremantle or Printed Perfection in Subiaco. Both have worked with over 200 Perth weddings in the last two years. Ask to see their wedding card samples - especially how they handle bold names and small fonts.
Final Tip: Test Before You Print
Before you hit ‘order,’ do this: write 10 fake names on sticky notes. Stick them to a table. Step back. Can you read them? Can someone with poor eyesight read them? Can you find ‘Linda Chen’ quickly? If not, adjust the font size or spacing.
It’s the little things that make your wedding feel polished. Not the flowers. Not the cake. The escort cards. They’re the quiet guide that helps your guests settle in - without you lifting a finger.
How far in advance should I order wedding escort cards?
Order your escort cards six weeks before your wedding. This gives you enough time for design approval, printing, shipping, inspection, and assembly. If you’re ordering internationally, start even earlier - eight weeks out.
Can I print escort cards myself?
You can, but it’s risky. Home printers often smudge, fade, or run out of ink mid-job. Professional printers use thicker paper and archival inks that won’t bleed. If you’re on a tight budget, print a test batch first - but don’t rely on it for your entire guest list.
Do escort cards need to match the invitations?
They should match in style and color, but not necessarily in design. The invitation sets the tone; the escort card needs to be functional. Use the same font family and paper texture, but keep the layout simple. Cluttered cards are hard to read.
What if someone RSVPs last minute?
Always order 5-10 extra cards when you place your order. If someone adds a guest at the last minute, you can slip in a blank card with their name handwritten. It’s better than scrambling.
Are escort cards necessary for small weddings?
Even for 30 guests, escort cards help. Without them, people hover, ask questions, and sit wherever they want - which can throw off your seating plan. A simple card with a name and table number keeps things calm and organized.