Escort Card Advice

Over the course of the past 15 years I've seen thousands of escort cards.  Today's post is about organizing your list and cards.

I can't tell you how many times I've seen guest lists that are a disorganized mess, which only leads to the escort cards ending up in the same fashion.

The general rule is to first start your guest list in an excel spreadsheet.  Check out my previous blog post for a sample.

Sample guest list

Don't do the list in word or some other format.  Excel allows you to sort and organize when you start your table assignments.  Create a column for the salutation, first name, last name, guest first name, address and so on.  Later on you can then add a column for table, gifts, etc.

Rabidon't - don't put all the information in one cell. For example don't put the husband and wife's name in one cell for first name.  Each should have their own cell.

When creating your escort cards, remember it should read "Mr. and Mrs. John Smith".  If there's more than one John Smith include middle initials.  Also keep in mind that each guest does not get their own escort card.  If they were invited together they get seated together. 

Rabido - Don't include nick names when addressing your envelopes or escort cards.  Your wedding is a formal affair and your all your salutations should be formal as well.

I always like to do an escort card with an envelope rather than a tented card.  The reason; you can remove the card (that has the table assignment) and switch it around should you need to make last minute changes.  If you do a tented card, all the information (name and table assignment) are printed and you would have to reprint the entire card, and no one wants to have to do that hours before the wedding.  And what's worse, if everything is printed and one is hand written, it makes that guest feel less special.

And finally, I can't stress this enough, alphabetize your escort cards before giving them to your venue, caterer or even planner.  No one wants to spend hours alphabetizing because you didn't take the time.

Also it's a good idea to give your venue, caterer and planner an alphabetized list, a list sorted by table number and a complete invite list (in alpha order) so that if someone RSVP'd "no" and they show up you can deal with the situation properly.

I hope this little bit of advice is helpful and until next time…

Cheers!

The importance of a detailed guest and address list

Every great wedding starts with a list of who (and maybe who not) to invite.  And this is one area I often find overwhelms many a newly engaged couple and their families.  Gathering addresses, how you properly spell someone's name and more can seem tedious and a chore.

However, a detailed and organized guest list will become the center of your wedding planning universe and, by the time you're done, you will have memorized every name, address and zip code from around the world!

I thought I'd give you a few of my Rabido's and Rabidon'ts when it comes to pulling your guest list together.

Rabido - Create a spreadsheet that one person or couple will manage throughout the entire planning process.  (Rabidon't have multiple spreadsheets!)  The spreadsheet should include columns for salutations, first name, last name, guests first name, guests last name, street, state and zip. (Country code if needed) Also, create columns for Welcome Dinner / Brunch / Bachelor or Bachelorette party and for the Bridal Shower.  By putting everything into different fields in a spreadsheet it allows you the opportunity to later organize who and how many are coming to what party.  You can also use this list to note who you've sent thank you notes to and for what.

Rabido - Take your time pulling the list together.  Often couples and their families rush to put the information into a document only to find out the information is wrong or incomplete.  Or worse yet, they forgot to invite their favorite uncle.  By taking your time in gathering the information you will find you will have less work to do when the planning really gets crazy.

Rabido - Alphabetize your list.  There is nothing worse than looking all over for someone's name when it is not in alphabetic order.

Rabidon't - Don't abbreviate or use nicknames on your address list.  You want your wedding to be a class act and the addresses on your invitation should be too.  Remember, this is the first thing your guests will see when it comes to your wedding.  Take the time to fully spell out names and everything related to addresses.  

Rabidon't - You may want to save on postage but it's not okay to hand deliver invitations.  If you're unsure of someone's address, ask and be sure they receive their invitation like everyone else - in the mail.

Rabidon't - You may want to save time and money but clear labels, or sloppy hand writing, doesn't leave a good impression on an invitation.  Spend a few extra dollars to have your envelopes printed in a coordinating font which is often less expensive than if hand calligraphed.  Again, think of first impressions.

Many of my clients have taken my advice and have thanked me for it in the end.  I know these tips will help you and, until next time,

Cheers!