preparing for your event

Your planner, rental company or venue contact will help you design the table layout for your reception.  Support tables and additional items (app table, escort cards, gift, photo booth, etc.) should be shown on this diagram to ensure there is space allocated for everything and all rental items are accounted for.  We follow this diagram to set up the space and to design your dinner service plan. The information on this diagram needs to align with your dinner seating chart for a smooth and efficient service.

 Please add the following items to the final table diagram:

• Assign a table number to each table

• Note the locations of bride and groom, wedding party, parents, grandparents 

This form needs to be submitted 3 weeks prior to your event.  Changes made after the deadline must be sent to us immediately.  Changes made within 48 hours of the event will incur additional fees.

For a family style or buffet style dinner, these cards are optional; you could simply do a seating chart directing guests to their assigned table instead of individual cards. However for a plated meal, these cards are instrumental in providing a smooth and efficient service. 

 For a plated dinner service, the pre-selected entrée needs to be clearly noted on the front of the card.  This can be done by using an icon (silhouette of cow, fish, chicken, carrot) in the lower corner, different color ink (needs to be very different colors, detectable in low light from 2 feet away) or by adhering (using a strong glue) a decorative feature to the card (flower-beef, heart- chicken, etc.)

If the cards are being placed on an escort card table then they need to be submitted to LPC in alphabetical order.  If they are being placed at the dinner table to assign seats, please have them in ziploc bags according to the table and in the order they need to be placed around the table. At the reception, a seating chart can be used to direct guests to their assigned table. 

The details provided in your seating chart/ dinner spreadsheet are used to confirm your final table and guest counts, and to finalize your rental order.  This chart helps us with setting the correct number of chairs at each table, the placement of items (high chairs and booster seats, etc.) during set up and to locate key guests (kids, food allergies, special diets, etc.) during your reception. For buffet and family style, we just need the guests' names and any dietary allergies, special diet plates or set up needs.

 For a plated entree dinner service, this sheet is used to deliver the appropriate meals to each table and needs to show the breakdown of the pre-ordered entrées. 

The spreadsheet needs to contain the following information:

• Arrange group by the table numbers

• List each guest at their assigned table and mark their pre-selected entrée (plated dinner service only) and any  severe food allergies and/or special diet plates.

• Note the system that will be on the front of the place cards denoting the pre-ordered entrée selection (plated dinner service only/ see "Designing the place cards").

• Once the entree counts are tallied, it should match your final guest count

Downloadable spreadsheets are available below and can be customized to reflect your reception.  It is vital that this information is submitted by the due date so we have time to review the information and set up the service plan. 

Changes made after the deadline must be sent to us immediately.  Changes made within 48 hours of the event will incur additional fees.