A Guide to Wedding Signage: What You Need & When to Order

As you start to dive into the wedding planning; you will quickly realize that there are a lot of details to think about. As you get further in, you will start to realize which of those details actually matter to you. Some may say that ‘every detail matters’ but don’t let that stress you out - pick and choose the details that apply to your love story and apply them in whatever way you please. Floral arrangements, table settings; timeline - they can all be looked at as important elements; but if they aren’t to you - then they don’t have to be.

The same can be said about signage - but if you have made it to this blog and my site you probably already know that I am biased and believe that the signage is a very important detail for many reasons. From guiding guests to their seats to setting the tone for your celebration, signage can play a crucial role in both the functionality and aesthetic of your big day. So let me break down exactly what signage you may want, when to order it, and how to ensure it aligns perfectly with your wedding vision.

Why Wedding Signage Matters

Think of wedding signage as your personal event coordinator. It helps guests know where to go, what’s happening next, and even what’s on the menu—all without you or your planner needing to direct every person individually.

Beyond practicality, signage adds a beautiful, personal touch to your wedding day. Whether it’s a delicate acrylic welcome sign, a bold seating chart, or handwritten table numbers, your signage ties together your entire event’s look and feel.

Essential Wedding Signs (and When to Order Them!)

So, if you’re working with a professional planner or calligrapher chances are you are going to order everything you deem necessary at once. But, if you find your self maybe not being able to decide what you need - here is a suggested guideline of when you would want to ensure you order each so there is enough time for production.

- Welcome Sign

🕐 Order By: 2-3 months before the wedding —- Your welcome sign is the first thing guests see as they arrive. Whether it’s a sleek acrylic piece, a rustic wooden sign, or an elegant mirror with hand-lettered calligraphy, this sets the tone for your wedding style. 📌 Pro Tip: Pair your welcome sign with fresh florals or candles for an elevated entrance.

- Seating Chart & Escort Cards

🕐 Order By: 4-6 weeks before the wedding (once guest list is finalized) —- Your seating chart and guest list timeline will have a lot to do with when your RSVP date is set for so you will want to keep that in mind if you are going to want a larger build seating chart. The larger the idea, the longer the production time. A well-designed seating chart keeps the flow of the reception seamless. It’s especially helpful for larger weddings to avoid confusion and traffic jams near the tables. 📌 Pro Tip: Alphabetizing guests’ names makes it easier for them to find their seats quickly.

- Place Cards

🕐 Order By: 4-6 weeks before the wedding —- Place cards mark individual seats; they add that little extra touch of thought and detail to your table scapes. These tiny details add a luxe touch and can even double as keepsakes. 📌 Creative Idea: Upgrade to hand-lettered calligraphy on agate slices, shells, or acrylic for a stunning, personalized detail.

- Bar Menu & Signature Cocktail Signs

🕐 Order By: 6-8 weeks before the wedding —- Your bar signage helps guests quickly see what drinks are available (and highlights your signature cocktails). One of the last things guests want to deal with at a wedding is waiting on lines for a drink. There are clearly more important things to give their attention to so having an organized way for the guests to know 📌 Fun Addition: Add a custom illustration of your pets or a fun drink name that reflects your personalities!

- Ceremony Signs (Unplugged Sign, Reserved Seating, etc.)

🕐 Order By: 2-3 months before the wedding —- If you’re planning an unplugged ceremony, a sign is a beautiful way to remind guests to put their phones away. Reserved seating signs also help family and VIPs find their spots easily. 📌 Pro Tip: Keep wording warm and inviting, like “We invite you to be fully present with us—please silence your phones and enjoy this moment!”

- Table Numbers & Menu Signs

🕐 Order By: 4-6 weeks before the wedding —- Table numbers add a polished touch to your reception layout - they can add to the beauty of your floral arrangements while adding to the overall feel of your table decor. Menus can be such a great addition to your table as well. You may think that your guests chose their meal when the RSVP’d but they may not know what comes along with their meal. 📌 Style Tip: Add each individuals name to the top of their menu to double as not only a nice custom surprise, but their place card!

We could keep going on the signage and detail options; but these are the basics - believe it or not!

Wedding signage is more than just pretty decor—it helps create a seamless, stress-free experience for you and your guests. By planning ahead and choosing the right signage, you’ll elevate the look of your wedding while keeping everything running smoothly.

Let’s chat about how we can bring your vision to life!