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Charts and
Place Cards
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For events of 50 or fewer, a more
informal method might be used, with the materials done by hand
rather than computer generated.
Before you start
Be sure the host establishment has table numbers to provide
(they should remove the numbers as soon as everyone is seated).
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Introduction
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Here
are two possible scenarios for preparing seating charts
and place cards when you want each person to have a
specifically assigned seat. The first method is suitable
for events of any size, most particularly for very large
events, whereas the second should work for an event of
100 people or fewer.
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Have a place card made out in advance for each person attending and arrange them in alphabetical order. Place cards are easiest done by generating them by computer from a database that contains the name of each person attending. Consider using special card stock provided by the Chaîne that includes a pop-up Chaîne logo on each fold-over card. Alternately, sheets for business cards might be used which will generate a flat card that can be incorporated into the table setting. Names can also be run off using a label program and transparent labels, which are then affixed to a place card of one’s choosing. Alternately, some bailliages incorporate the name of each attendee onto the menu cover.
Names should be as large as possible to facilitate readability, yet still achieve artistic balance.
Have a table assignment card made out for each couple or individual, as appropriate. These, too, may be computer generated using the methods described as being suitable for place cards.
Have a table diagram for the room. The host establishment should be asked to provide a diagram which should shows the placement of all tables, with size indications if they are dissimilar.
Have an alphabetical list of attendees.
Method I
1 Start by deciding which will be the Bailli’s table. Give that table a number on the table diagram and write the Bailli’s name by that number. The Bailli’s table should be located so that it enables the Bailli to see what is going on around the entire room.
2 From the alphabetical list of attendees, select all those that will be at this table. Write the number of this table next to their names. Hand write a list of all those at the table, with the table number at the top (at some point before or immediately after the event this list should be typed to serve as a record).
3 Continue until everyone is assigned a table.
4 Working from the alphabetical list of attendees, take each table assignment card and enter on it the number of the table assigned to each couple/individual. Keep these cards in alphabetical order ready to lay out on a table where people will pick them up as they enter.
5 Working with the handwritten list by table, take each table one by one and pull out of the alphabetized place card stack the place card for each person at that table. Arrange the cards according to how you would like to place the people. Either put a rubber band around the stack of place cards and include a scrap of paper identifying the table, or place the stack of place cards in an envelope or other suitable container with the identifying table number written on the outside.
6 Provide the host establishment with the diagram showing how many will be at each table.
7 Allow plenty of time before an event begins to place the assignment cards on a conveniently located table near the entrance to the dining room and put the individual place cards on each table. Note that sometimes the table configurations do not match that which has been agreed upon, resulting in the need to do some reshuffling.
Method II
This method is probably sufficient if there are fewer than 100 people to seat.
1. Working at a large table, take the place cards and begin arranging them in groups according to how many people each table will seat. Play around with various seating combinations until you are satisfied you have achieved the best results.
2. With the table diagram in hand, give each table a number and decide which group will sit where. Write one person’s name next to the number.
3. Continue with steps 2, 4, 5 & 6 above. |
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