Wedding Stationery Quantities: A Simple Guest-Count Worksheet

One of the most common questions couples ask when ordering wedding stationery is: how many do I actually need? Order too few and you'll be short; order too many and you're paying for pieces that won't be used. This worksheet breaks it down by item type, with worked examples for three common guest counts, so you can calculate your own quantities with confidence.

Understanding the Four Item Types

Before working through the numbers, it helps to understand how different stationery items are counted:

• Per-guest items are given to or placed for every individual attending. Place cards are the clearest example.
• Per-couple or per-household items are sent or given to each household rather than each person. Invitations are the most common example — one invitation covers everyone in a household.
• Per-table items are placed once per table. Table numbers are the obvious example; some couples also opt for one menu per table rather than per guest.
• Display-only items are single pieces displayed for all guests to see. A welcome sign or a large seating chart display falls into this category.

Knowing which category each item falls into is the key to calculating quantities accurately.

Invitations: Per Household

Invitations go to households, not individuals. A couple living together receives one invitation; a family with children receives one. As a rough guide, the number of invitations you need is typically around 60–70% of your total guest count, though this varies depending on how many guests are couples or families versus individuals.

Browse our invitation collection to find a design that suits your wedding.

Worked examples:

• 40 guests: Approximately 25–28 invitations
• 80 guests: Approximately 50–56 invitations
• 120 guests: Approximately 75–84 invitations

Menus: Per Guest, Per Two, or Per Table

Menu quantities depend on how you'd like them displayed. One per guest is the most common approach for a seated dinner and doubles as a keepsake. One per two guests works well where table space is limited. One per table suits informal or buffet-style receptions.

Worked examples (one per guest):

• 40 guests: 40 menus
• 80 guests: 80 menus
• 120 guests: 120 menus

Worked examples (one per two guests):

• 40 guests: 20 menus
• 80 guests: 40 menus
• 120 guests: 60 menus

Place Cards: Per Guest

Place cards are one per guest, straightforwardly. If you're using escort cards (handed to guests as they arrive rather than placed at the table), the count is the same.

Worked examples:

• 40 guests: 40 place cards
• 80 guests: 80 place cards
• 120 guests: 120 place cards

Table Numbers: Per Table

Divide your total guest count by your average table size to get the number of tables, then add one or two spares. Most seated receptions use tables of 8–10.

Worked examples (tables of 8):

• 40 guests: 5 tables — order 6–7 to allow for spares
• 80 guests: 10 tables — order 11–12
• 120 guests: 15 tables — order 16–17

Find table numbers and place cards in our table stationery collection.

Order-of-the-Day Cards: Per Guest or Per Two

If you're placing an order-of-the-day card at every seat, order one per guest attending the ceremony. If you'd prefer one between two, halve that figure. Some couples use a single display sign instead, in which case you only need one or two pieces. For a fuller discussion of order-of-service quantities, see our guide on how many menus and order-of-the-day cards you need.

Worked examples (one per guest, ceremony only):

• 40 guests: 40 cards
• 80 guests: 80 cards
• 120 guests: 120 cards

Browse on-the-day stationery for order-of-service designs.

Display Signs: One-Off Pieces

Welcome signs, seating chart displays, bar menus, and order-of-the-day boards are typically one piece each, regardless of guest count. The exception is if you want signs at multiple locations — for example, a welcome sign at both the ceremony and reception venues.

See our wedding signs collection for available display pieces.

Worked examples:

• Welcome sign: 1 (or 2 if ceremony and reception are at different venues)
• Seating chart display: 1
• Bar menu: 1–2 depending on bar layout
• Order-of-the-day display: 1 (if using a sign rather than individual cards)

A Note on Contingency Quantities

Many couples choose to order a small buffer — typically around 10% extra — on per-guest and per-household items. This is entirely optional, but it can be useful if your guest list grows after you've placed your order, or if a small number of items are damaged in transit or on the day. It's worth weighing the cost of a small buffer against the cost and delay of a separate reorder if you find yourself short.

Your Quantities at a Glance

Use this as a starting point and adjust based on your own guest list, table sizes, and preferences. If you're unsure about quantities for a specific item, feel free to get in touch before placing your order.