Wedding Day Paper Goods: Quantities, Timing, and What You Actually Need
When most couples think about stationery, their minds jump straight to invitations. But your day-of paper goods - the signage, menus, and ceremony pieces your guests see on the day - quietly shape the look and flow of your wedding.
This is a complete list of everything you might include, not everything you must include. Think of it as a reference for what’s possible, so you can decide which pieces fit your venue, guest count, and priorities.
1. Arrival: Welcome Sign & Directional Signage
Purpose: Reassure guests they’re in the right place and set the tone for the day.
Quantity:
One main welcome sign is usually enough.
Add a second directional sign if your ceremony and reception are in different areas (e.g. “This Way to the Ceremony”).
Design Tips:
Match fonts and colours to your invitations and menus for visual continuity.
Use sturdy frames or easels, anything lightweight will blow over outdoors.
When to Order:
Around 4–6 weeks before the wedding
2. Ceremony: Order of Service, Reserved Signs & Ceremony Booklets
Purpose: Help guests follow along and feel part of the ceremony, while keeping the layout organised for your wedding party and family.
What You Might Include:
Order of Service or Ceremony Booklet – a simple guide to the readings, music, and order of events.
Reserved Seating Signs – discreetly mark seats for immediate family or wedding party members.
Ceremony Sign – a larger sign listing the order of events or welcoming guests to the ceremony.
Quantity:
Booklets: One per guest if you have a detailed ceremony, or one per couple if you’re printing to a budget.
Reserved Signs: Around 8–12 depending on the number of front-row seats you want to keep for family or wedding party.
Design Tips:
A folded A5 card works perfectly for ceremony booklets.
Keep reserved signs subtle, matching the stationery suite or printed on small tent cards.
For short or outdoor ceremonies, you can skip booklets altogether and rely on a single welcome or order-of-events sign instead.
When to Order:
Once your ceremony wording, readings, and seating plan are final; usually 3–4 weeks before the wedding.
3. Drinks Reception: Bar, Cocktail, and Guestbook Signs
Purpose: Clarify drink options and add personality to your reception setup.
What You Might Include:
Signature cocktail sign
Bar drinks list (beer, wine, soft drinks)
Guestbook or Polaroid station sign
Snack or grazing table sign
Quantity:
1–2 for the bar area, plus extras for any stations.
Design Tips:
A5 or A4 sizes in small frames work best.
Waterproof printing or acrylic signs are smart for outdoor use.
When to Order:
At the same time as your ceremony paper goods, about 3–4 weeks before.
4. Dinner: Seating Plan, Menus & Place Cards
Seating Plan
Purpose: Help guests find their seats quickly and reduce confusion.
Quantity: One large plan for most weddings (two for 150+ guests).
Tip: Alphabetical layouts are faster to read than table-by-table lists.
Table Menus
Quantity:
One per guest for a plated dinner.
One per table for family-style service.
Tip: Print a few extra for keepsakes and flat-lay photos.
Place Cards
Quantity: One per seated guest, plus 10% blank spares for last-minute changes.
When to Order:
Seating plan: once RSVPs and final table layout are confirmed — usually 7–10 days before.
Menus and place cards: print together to save on delivery and cost.
5. Optional Extras
Not every couple includes these, but they’re worth considering if they enhance the flow or guest experience at your venue.
Directional Signs: “To the Ceremony,” “Restrooms,” “Bus Pick-Up.”
Guestbook Sign or Message Cards: Encourage guests to leave notes or Polaroids.
Favour Tags or Thank-You Notes: Add a small personal touch at each place setting.
Bathroom Basket Sign: Simple, useful, and easy to overlook.
Final Advice
Choose only what makes sense for your wedding layout. A small intimate dinner might only need menus, a large estate wedding with multiple spaces might call for more signage and ceremony pieces.
Keep all printed items in one labelled folder or box for your planner or coordinator to set out on the day, it saves time and ensures nothing gets missed.
💬 Related reading:
🛠️ Related product: Wedding Day Coordination Guide — includes a printable set-up checklist for signage, stationery, and décor.