One of the trickiest parts of ordering on-the-day stationery is working out exactly how many of each item you need. Order too few and you'll be short on the day; order too many and you're paying for pieces that won't be used. This guide breaks it down clearly so you can order with confidence.
The Key Distinction: Shared vs Per-Guest Stationery
The most useful way to think about on-the-day stationery quantities is to separate items into two categories: those that are shared between guests, and those that are individual.
Shared stationery is displayed or placed for a group to reference — a table plan, a welcome sign, or a bar menu. You typically need far fewer of these than your total guest count.
Per-guest stationery is placed at each seat or handed to each person individually — menus, order-of-service booklets, and place cards all fall into this category.
Order-of-the-Day Cards and Order of Service Booklets
Whether you're having a ceremony booklet or a simple order-of-the-day card displayed at the reception, the quantity depends on how you're using it.
- One per guest: If you're placing a booklet on every ceremony chair or seat, order one per person attending the ceremony, plus a few extras for the wedding party and keepsakes.
- One per couple or household: Some couples prefer to place one between every two seats. In that case, roughly half your ceremony guest count is a reasonable starting point — though rounding up slightly is wise.
- Display only: If you're using a large printed sign or a single framed order of the day, you'll only need one or two copies.
As a general rule, always order a small buffer — around 10% extra — to account for last-minute additions to the guest list or any that get damaged or taken as keepsakes.
Wedding Menus
Menu quantities depend on your table setup and how formal your reception is.
- One per guest: For a seated dinner with individual place settings, one menu per guest is standard. This also doubles as a keepsake for many guests.
- One per two guests: For a more relaxed setting, or where table space is limited, one menu between two works well.
- One per table: For informal receptions or buffet-style dining, a single menu card per table is often sufficient.
If you're having a children's menu or a separate vegetarian menu, factor those in separately when placing your order.
Place Cards and Table Numbers
Place cards are one per guest — straightforward enough. Table numbers are one per table, so divide your total seated guests by your average table size to get a rough count, then add one or two spares.
If you're using a large table plan display rather than individual escort cards, you'll only need the one piece for the whole reception.
A Note on Proofing
All personalised print orders go through a digital proofing stage before production begins. You'll receive a proof showing your exact wording and design, and we ask for written approval before anything goes to print. It's worth checking quantities carefully at this stage too — once approved and printed, changes aren't possible without a new order.
Don't Forget Your Signage
Alongside your table stationery, wedding signs are worth factoring into your order at the same time. Welcome signs, bar menus, and seating chart displays are typically one-off pieces, so quantities are simpler — but lead times are the same, so it makes sense to order everything together where you can.
Simple Ordering Checklist
- ✓ Count your total ceremony guests for order-of-service quantities
- ✓ Decide: one per guest, one per two, or display only?
- ✓ Count your total reception guests for menu quantities
- ✓ Note your number of tables for table numbers
- ✓ Add roughly 10% extra across all per-guest items
- ✓ Account for children's or dietary-specific menus separately
- ✓ List any signage needed at the same time
- ✓ Proof everything carefully before approving for print
Browse our full range of on-the-day stationery and table stationery to find designs that suit your wedding. If you're not sure what quantities are right for your setup, get in touch — we're happy to help you work it out.