The Ultimate Wedding Stationery Checklist!

Wedding Stationery is commonly a point of confusion for my clients. Whether it’s knowing the best kind of seating chart to use for their event, the difference between place cards and escort cards, and what a detail card is even for! I created this guide to help couples in their wedding stationery journey!

1. The Invitation Suite!

An Invitation Suite at it’s bare minimum is an Invitation and an envelope. The Classic Invitation Suite contains a few traditional items, such as the Invitation itself, a detail card, and RSVP card, and more if needed!

Photo by Elk & Fleur Photography

1. The Invitation Itself

   • The Invitation is something included in EVERY Invitation Suite no matter what! This includes the names of the couple, the date of the wedding, the ceremony location and address, and the time that the ceremony starts! It also will typically state what events will be occurring after the ceremony such as “reception to follow” or “appetizers and drinks to follow".” The latter is typical only used if you have opted for a small cocktail reception rather than a formal dinner.

   • If you have chosen to ONLY use an Invitation in your suite, the back of the invitation should include a QR code or link to your wedding website, and your RSVP due date!

   2. The Detail Card

   • The Detail Card is commonly used to communicate extra details about the event that will not fit on your Invitation. This may be items like the dress code, lodging and shuttle information, or specific travel directions!

2. The RSVP Card

   • The RSVP Card is a smaller insert included in the Invitation Suite that can be used one of two ways. The first option is to include the RSVP due date and a link to the wedding website in order to RSVP. The second, and more traditional option, is to have the guest check a box labelled “attending” or “regretfully decline” and a place to notate meal choices and dietary restrictions. If you choose the second option, you MUST provide the guest with a pre-addressed and stamped return envelope!

3. The Rehearsal Dinner Invitation

   • This piece is less common, but can be included in the Invitation Suites of guests invited to the Rehearsal Dinner! This Invitation will need to include the date, time, location, and address of the dinner.

4. The Envelopes

   • You may need a few different types of envelopes for your Invitation Suite! Every suite will need an outer envelope, which holds all of the suite items and is labelled with the guests address, return address, and a stamp! If you plan on using an envelope liner that you would like your guests to see and not rip, you can include an inner envelope that contains the liner and all of the suite items. Do NOT seal the inner envelope!

5. More Details!

   • Many people also like to include some fun details such as ribbon, wax seals, vellum jackets, dried florals, or fun paper cut outs!

NOTES: Be sure to have your invitations weighed so you know how many stamps you will need! Also be sure to have your Invitations hand cancelled if you have bulky or delicate Invitations.

Pro Tip! You don’t need 1 Invitation Suite per person, only 1 per family! This will help you save $$$!

2. Wedding Day Signage

There is SO much signage needed for wedding day that most couples don’t realize! Not every sign is needed for every wedding, but more signage never hurt anyone!

Some common wedding day signage includes:

1. Common Signage

   • Common Signage includes reserved signs, a cards & gifts sign, a guestbook sign, a favor sign, a memorial table sign, & welcome signs! You will find MILLIONS of inspo pictures for these on Pinterest with tons of fun and creative ways to do them! While none of these are absolutely necessary, they greatly improve guest experience and flow. The only thing encourage you to add to this list of common signage is a directions sheet if you have an interactive guest book, such as a voicemail phone or polaroid camera.

2. Bar Signage

   • Many venues and bar companies provide bar menus, but if you would like them to match your wedding design you are always able to make your own! A simple menu separating drinks by type, such as beer, wine, and liquor options is perfect. I also recommending detailing which hours of the night or items will be open bar vs. cash bar. If you have signature cocktails, feel free to create your own “Signature Cocktail” sign, naming each of your cocktails and describing their ingredients!

3. Directional Signage

   • Directional signage is no always necessary, but can greatly improve guest flow if your venue is very large, events are spread out, there are other events occurring on the same property, or parking is difficult.

4. Food Signage

   • Food signage is also not always necessary, and a lot of times when it is, your caterer will provide it! If your caterer or dessert vendor is not providing it, feel free to create it yourself. These signs are typically small paper tents with the name of the food and any allergens it contains.

3. The Seating Chart that is best for You!

There are a variety of seating chart options that I will describe below, to help you decide what is best for your wedding!

Photo by Grant Martel Photography

1. The Traditional Seating Chart

   • The seating chart you have most likely seen at weddings you’ve attending, or all over Pinterest, is the most common option! This option is ALWAYS a good option! But you have to be conscious of a few items before creating your dream seating chart. Firstly, the larger your guest count, the larger your chart needs to be! 250 guests attempting to all read off of the same poster board at once is going to cause a huge backup, try something like a linen sign or large mirror! Secondly, your seating chart NEEDS to be organized alphabetically by last name NOT by table! Organizing it alphabetically helps guests to find their name quicker rather than scanning every table section, and organizing by last name can help a parent or family member confirm they are all at the same table rather than reading the entire chart!

2. Escort Cards

   • Escort Cards are ideal for a group of 150 guests or less. A high number of escort cards may not all fit on a traditional banquet table, and can cause a backup as well. Escort Cards will also be sorted alphabetically by last name and must include the guests full name, table number, and meal choice! To indicate the meal choice I suggest small colored stickers, stickers with distinguishing shapes, or differently colored escort cards for each option!

3. Place Cards

   • Place cards are ONLY required when you want to assign each guests to a specific seat as well as a specific table! Place cards MUST be used along with a seating chart or escort cards and cannot be used on their own. Place cards traditionally contain only the first and last name of the guest, and their meal choice if necessary. If you choose to use a seating chart rather than escort cards and have a plated dinner, rather than family style or buffet, you MUST use place cards in order to notate meal choices!

4. Personal & Table Stationery

There are a few more stationary items to take into consideration for your wedding day!

1. Table Numbers

   • Have FUN with your table numbers! There are so many amazing ways you can do these! The only requirements are that they are mildly easy to read from a distance, otherwise go crazy!

2. Menus

   • While menus are completely optional, than can be a fun detail to add to your table scape! If you would like to display menus but don’t have the budget to purchase one per guest, try one per table or one larger display signs for the entire event space!

3. Programs

   • While many couples I speak with feel programs are necessary, they are NOT! Most guests are aware of how a traditional wedding works and don’t need a play-by-play. I personally find them to be very expensive and almost always get thrown out. HOWEVER, if you would still like to create programs, I suggest making them something useable such as a hand fan!

Photo by Elk & Fleur

You did it!

Congrats! You now know everything you need to know about wedding Stationery & Signage! If you’re looking for someone to help you through the creation and organization of all of these items and more?!? Inquire here to learn more about all of our available services!