A seating chart is not last-minute decor. It is an operations document: the caterer reads headcount, dietary needs per table, sometimes server placement.
At Fiancé we often see couples tweak placements until three days out, then forget to send the final version. Extra place settings, guests stuck near the buffet, stress on the morning of: all avoidable.
Why aim for 5 to 10 days out
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Late RSVPs have had time to arrive (or be declined)
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The caterer can adjust quantities without rushing
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You keep slack for a last-minute change (cancellation, sick child)
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Witnesses and the venue get the same version as the caterer
What the PDF should include
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Each table name and assigned guest list
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Visible diets and allergies (vegetarian, gluten-free, halal, etc.)
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Total covers and count per table
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Notes for the caterer: kids' table, VIP table, wheelchair access