You spend a lot of time on your seating plan, you want it to be right on the big day!
It’s a very personal aspect of your day, so little details which may be glaringly obvious to you, may not be obvious to the team member or family friend arranging the seating on the day. Therefore it’s imperative your planning & instructions are clear and concise.
We’ve created these guidelines to ensure everyone is on the same page…
Your floor plan/table layout is the drawing/diagram of the venue showing where each table will be placed in the room. Every table must be clearly labelled with a table number/name.
Your planner will help you with the floor plan, you will be required to label the tables with numbers, as these numbers will then corresponded with your seating chart & seating plan.
This is an internal document, it will not be on display for your guests.
A seating chart is a board typically displayed at the entry of your venue (usually placed on a table or an easel) which lists all of the table names/numbers, each one followed by the list of names of who is sitting at each table.
Your guests will familiarise themselves with their table number, which they then use to find their table as they enter the room itself (some form of displayed table number or name is recommended for the tables).
A seating chart is highly recommended, especially for all weddings with a guest list of more than 40 people, and is to be arranged by you or your decorators.
Your seating chart will be on display on the day and should suit your styling.
Your seating plan is the plan you create at home to work out who sits where.
Decisions you need to make include who sits at the tables closest to and furthest away from the bridal table, as well as who at each table has the best view of the proceedings (facing forward, or having to turn around to see speeches etc.), usually these are in order of importance or seniority.
The seating plan is an internal document used as a guide to instruct on exactly how the place cards should be placed out. Your place cards will be placed on the tables for your guests to see (see below for who will place these on your tables).
If you’ve written your mum’s full name “Doris Smith” on the seating chart at the front door, then the place card needs to be exactly the same to avoid any confusion for whoever is placing these out.
You can arrange with your decorators to place your name cards out as part of your order.
We recommend sorting your name cards into their separate table groups and in order of how they are to be placed around the table. This makes it quicker and easier for the person placing them out, and also gives you the opportunity to double check the names and order to make sure everything is 100% correct!
If you’re asking a friend or family member to place the name cards, or even to assist with other duties on the day, here are a few points to consider:
– Do you want them to miss special moments of your day?
– Will this put undue stress on them?
– Will they still have time to get ready?
– Have you considered the REALISTIC time it will take to complete these tasks?
– Talk to your Planner who can give you some expected time frames for various tasks, they may be longer than you think.
We have created an excel spreadsheet that you can use to list the names of people sitting on various tables, use it in conjunction with the below diagrams in order to see where each seat number is located on different shaped tables.
Your seating plan should be finished no later than 1 month prior to your wedding date. Changing your seating plan after this time should be avoided.
The venue staff on the day are unable to assist you with creating your actual seating plan document, printing your place cards and seating chart, or placing out your place cards. On the big day these tasks need to be managed by a pre-allocated person; either a family member/friend chosen by you, or as part of your decorators order.
You can arrange simple place cards through your Wedding Planner also. For more information, please discuss with your Wedding Planner.
If you have any questions or concerns regarding the seating plan process, please discuss these with your Wedding Planner.
On a round table, seat number 1 would be the first seat to your left as you stand at the back of the table looking toward the bridal table. On a table of 10 people, like the example below, seat numbers 1, 2, 9, & 10 would have the best view of the bridal table.
Hamilton Island is a spectacular location for a destination wedding. Planning the big day from afar was a breeze thanks to our Wedding Planner, Anne, and we would highly recommend other couples considering the Island for their wedding too.
A beautiful paradise! From the moment we arrived on the island to the moment we left as newlyweds, we were treated with 5 star guest service and had a very memorable and wonderful wedding experience.
Definitely a day that will be talked about for a long time to come and one that will never be forgotten. Highly recommended and forever grateful for creating the happiest day of my partner and I’s life! Thank you Hamilton Island Weddings!
Where to begin ? I cannot praise Hamilton Island Weddings enough. Arguably the most nerve racking day of my life to date and a stressful one to plan made ever so easy with amazing communication, assistance and quality. The most amazing proposal that would not of been possible without their amazing assistance and expert planning.
My partner & I wanted a fairy tale wedding ceremony.. Hamilton Island made it happen, it felt like the whole island was celebrating with us, everyone worked so hard to make us feel like we were the only ones there.. I would highly recommend Hamilton Island as your special location for your special day. Thank you to all those involved.
Planning a wedding can be a daunting and overwhelming process however Hamilton Island Weddings made the process easy and straight forward with the break down of each step. We would highly recommend Hamilton Island as a wedding destination of choice to any couple who are looking for a venue that can do it all in one place!
We absolutely loved every minute of our time at Hamilton Island. Our wedding was amazing , we couldn’t of asked for any thing more. Staff were so helpful, every thing was spot on! Thank you so much, would do it all again 😊
I can not recommend Hamilton island weddings and Clare highly enough. Lucas and I would like the extend out heartfelt thank you to the entire team for making our wedding day something that we dreamt it could be. Our wedding guests are still talking about it!
I am so happy we booked our elopement on hamilton island, I could not have hoped for a more perfect day or have had such wonderful staff to help us along our journey, thank you
Jac made us feel so comfortable and at ease with our photography on the big day. We had such a fun time (even did a bit of rock climbing) and trusted Jac to make sure everything was captured beautifully. The images turned out stunning, and we are so thankful we have such beautiful photos to remember our wedding day with.
Justin was so fun and relaxed to work with. The photos that we received were the exact style we were after and are just beautiful. The whole experience was incredibly fun, funny, relaxed and easy! Having our photos taken was one of the highlight of our big day. Thank you Justin, you have done an incredible job!
Hamilton Island Weddings provided us everything we were looking for in our special day. This was made even more special by the expertise and professionalism we received from Roxy, Jac and Kian. If you are looking for Australia’s most memorable wedding location, with a highly talented team to take care of the arrangements then Hamilton Island Weddings is for you.
We have been to Hamilton Island many times and thought it would be perfect for our wedding as we absolutely love the island. Our planner, Louise, the rest of the team at HI Weddings and the Yacht Club went above and beyond to ensure our guests had a great time. We cant thank them enough for making our day amazing!
My husband and I had never been to Hamilton Island when we decided to get married there but I couldn’t imagine getting married in a more perfect location. A massive thanks to Louise Walker and the HIW Team for going above and beyond to ensure my wedding went without a glitch. The end to end management of my wedding was seamless and we had the most perfect day!
The planning of our elopement with HIW from the start to end was simply easy and stress free. Our wedding planner Libby was very helpful and prompt with my questions and queries. Once we arrived on the island we met with Libby to go over our day which made me feel at ease. Libby then offered us a tour around the island to show us some beautiful spots for our photos for our special day which we absolutely loved and really appreciated. Thanks Libby & HIW for making our memorable day simply perfect!!
Our Hamilton Island wedding was even better than we could have ever dreamt of!! Our wedding planner Amy was outstanding, she guided us through the entire way so the whole process was totally stress free. She was so lovely to deal with on the phone and in person and I can’t thank her enough!! Our celebrant Deanna was spectacular, she made our ceremony so enjoyable. Our photographer Jac went above and beyond to take the perfect shot and we are so thankful for all of his time. Island hair and beauty, Floral collections and I do events were all fantastic providing such professional services! Thank you all, we appreciate all of your help and recommend you all so highly!
I would recommend Hamilton Island Weddings to everybody. The staff are just amazing. My dream wedding was made perfect with all of their help.
The lead up to our wedding day was effortless thanks to our incredible wedding planner Louise Walker. Hamilton Island Weddings created the perfect day for us, and we are extremely grateful to the wonderful staff who made this day possible. Our wedding planner, photographers, videographers and everyone involved went above and beyond in ensuring we had the best day.
We can’t believe how perfect our wedding was on Hamilton Island. We spent most of the time relaxing and laughing with our closest friends all while holidaying on the island. Definitely coming back for our anniversary to relive the memories we made! Thank you Hamilton Island + the amazing wedding crew!
We just want to say a massive thank you to Louise (wedding planner) Jacob (photographer) and Jan Harvey (celebrant) and the team at Hamilton Island weddings, Hamilton Island Air and Hamilton Island Hair and Beauty for making our day perfection! It was stress free, calming and above all the day we envisaged when we decided to marry on Whitehaven Beach. Nothing was ever too hard for Louise to organise for us and it made our special day one we will always remember. Our ceremony was beautiful and the photographs Jacob took are those we are proud to show off to family and friends. Thank you for making our day so memorable and perfect
Our wedding was absolutely amazing. Right from the beginning planning phase, there was nothing too difficult. Would highly recommend having a Hamilton Island Wedding. Thank you so much to Roxy for this. Also, cannot speak highly enough of Celebrant, Jan Harvey. Thank you so much for the perfect wedding.
We want to thank Amy and everyone involved in making our intimate wedding ceremony on One Tree Hill amazing. It was a magical and memorable day, better than we could have imagined.
Best day ever!! Everything was just perfect 🙂 Most beautiful place to get married. Had such a great day & will definitely be back for our 1 year anniversary!!
Our elopement at Hamilton Island was a truly memorable experience. Despite the island still recovering from the effects of Cyclone Debbie, the ceremony was absolutely perfect. We were incredibly grateful for the high level of organisation and the calming nature of our wedding planner. On the day we found that the driver, photographer, celebrant and planner all contributed to make our wedding day a special, fun and enjoyable occasion.
Hamilton Island Weddings made the whole wedding planning process a breeze, they cared from when we started planning 400 days out up until the day afterwards. They were very accommodating and helpful during the cyclone clean up. Keeping us informed throughout. Our planner Amy N was exemplary and I could not recommend her highly enough.
HIW remove any stress that comes with planning a wedding. All aspects of the big day are covered in a relaxed staged planning process that guides you every step towards the big day. Attention to detail is covered by your planner all the way. When the big day finally comes your planner is there to help make everything run smoothly and we cannot thank Roxy Miller enough for all that she did for us. This island has something magical about it and we will most definitely be back. Wish we could do it all again xx
We got married on Hamilton Island in May 2017, 8 weeks after Cyclone Debbie tore through the Island. The team on the island are to be congratulated for their efforts over the last 8 weeks because this in no way affected our wedding day. The team at HIW are fantastic and the Planners really do think of everything. Their professionalism is outstanding and they really do make the whole process so easy. We are so lucky to have been able to get married in such a beautiful part of the world and on such a gorgeous day. It really was a day that we will never forget!
Hamilton Island weddings provide a unique and professional service. A relationship is built with your Planner and Celebrant that eases any and all nerves you might possibly feel. I cannot thank you enough for being the beautiful personalities you are and thank you for being apart of our special day.
Even though the weather didn’t quite turn it on for us, we had an amazing day. Dinner at the Bommie Restaurant was a highlight, the food was amazing!
We got married on Hamilton Island on the 2nd of May 2017. Five weeks after cyclone Debbie had struck with such ferocity. The people of Hamilton Island need to be congratulated for continuing to work tirelessly to make sure everyone’s wedding days went ahead. To our HIW Planner and her amazing professionalism during the whole process, we can’t thank you enough. It was such a special day that went off without a hitch and the weather was perfect. Thank You Hamilton Island, you’re our special piece of paradise.
We are so thrilled to have spent our Wedding on Hamilton Island. The big day and night went absolutely perfectly and we would not change a thing. Our Photographer made the photo experience extremely fun and unique! The Hair and Makeup Artists were all so lovely and did an amazing job. Our Wedding Planner was absolutely fantastic through the lead-up and day of our Wedding, we cannot thank her enough for all of her efforts! The staff at the Outrigger were all so lovely and accommodating. The food was amazing! Thank you to everyone from Hamilton Island Weddings that made our big day and night one to remember!
We were married in April 2017. We were blown away by how well our special day was put together. Our Planner worked closely with vendors to ensure all aspects of the wedding tied in beautifully. It was the perfect day, and we still pinch ourselves that we were married in not only a beautiful place but on a beautiful day! Thank you HIW. We will be recommending your company to family and friends from now on!
We would like to thank our Wedding Planner for her expert help organising our elopement and being there for us at all times, our Celebrant for the most beautiful ceremony we could have wished for. Our Photographer for taking such care and time to take great wedding photos for our memories. We cannot thank all these lovely people enough for making our wedding so wonderful & memorable. Hamilton Island is an incredible destination for a holiday and a very special place to get married. You must be so proud of all the staff on the Island who worked so hard to clean up and bring the Island back to being the beautiful and so very special Island that it is after cyclone Debbie.
We had our elopement on 20th April and had a lovely experience. Even though the weather was not perfectly ideal for our original ceremony location being Catseye Beach, Our Wedding Planner had us moved to All Saints Chapel which was equally as lovely. I cannot fault HIW, our celebrant or our Photographer. Everyone made our day as relaxed and perfect as possible. Thank you to everyone involved.
The whole team at HIW are very professional and made it very easy to organise our wedding. I would not hesitate to recommend all of you to anyone wanting to get married on such a beautiful island.
What can we say apart from what an incredible experience we had working with the HI Weddings team. Our wedding was just as we had hoped it would be and we have nothing but wonderful memories from our time on the island, It was our first trip to the island and we loved every moment of our stay. Such a friendly, professional and down to earth team and we can’t fault the help we received from them along the way with organising our special day. A huge thanks to our Planner & Photographer for their efforts. We’ll be back to celebrate our anniversary!!!
Thank you to all the team at HIW – our Planner especially! Our wedding was amazing and beyond perfect! Just wish cyclone Debbie stayed away! Our honeymoon and guests holiday was cut way to short!
We would like to thank all the people involved in making our special day so amazing. Our wedding was a dream come true, from start to finish everyone was so professional and attentive to every little need, everyone made us feel so comfortable like we had known everyone all our lives. The guests were so amazed with everything and kept saying it was the best wedding they had ever been to. We cannot thank you all enough!
Having a wedding at a destination location is always a bit scary as you don’t know how it will all turn out. Well it rained and the venue and location were changed but cannot say it was a bad thing! We loved everything! I couldn’t imagine a more perfect day. Our Planner was amazing she made everything so simple for us, both myself and husband work crazy hours and just did not need the extra stress so thank you to everyone there! We are so incredibly happy with the whole process and day!
We cannot recommend the team at HIW highly enough. Our Planner and the team were amazing – they made our day simple, easy and fuss-free which is exactly what we wanted! Could not have asked for a more perfect day!
We had a fantastic wedding planner for our elopement. She understood our vision for our wedding, was extremely organised, knowledgeable and friendly in all our dealings with her. She has excellent communication skills and we were so happy to have her organise our big day. Hamilton Island is such a brilliant location to have a wedding and all the services they provide are outstanding. I would highly recommend HIW for anyone considering a wedding away from home.
We could not have asked for a more perfect way to celebrate our commitment to each other. From the moment of our first email to our wedding dinner, the whole process was effortless!
We had an amazing Wedding Planner. We cannot thank her enough for all of her efforts in ensuring our wedding was nothing short of perfect. Nothing was too hard for her and she ensured all of our requests were met. She was friendly and warm and nothing short of professional. We only have positive feedback and just want to thank her for everything. She is a real gem!
Our elopement surpassed our expectations, it was everything we wanted and more. The planning process was simple and straightforward, but thorough. Thank you HIW.
We were extremely happy with the entire process from beginning to end that Hamilton Island Weddings provided. Our Wedding Planner was extremely attentive, friendly, professional and well-organised, prior to and after the wedding. We felt she understood our vision of what we wanted for our wedding. We had an amazing day and would not hesitate recommending Hamilton Island as a wedding destination.
Read More Testimonials We had an amazing wedding on Hamilton Island! It is a place very dear to our hearts and the team at HIW made sure everything went according to plan. We were honoured to work with such a talented Wedding Planner, Florist, Hairdresser, Makeup Artist and all of it done remotely from Sydney! The food and beverages on the night were first class and our guests were treated to some stunning weather.We will be sure to come back for our first wedding anniversary!
Read More Testimonials Our Photographer was great fun for our Renewal of Vow’s Ceremony
Thank you to our Planner, you were friendly and helpful. To our Photographer, thank you for not only our beyond stunning photos but you made us laugh from start to end. Never once did our photos feel staged and we were able to relax and enjoy the day. Our families have not stopped raving about you since we left. Hamilton Island was everything we hoped for and more! It was made special by the staff who worked so hard to make sure we had the best day of our lives.
Our wedding planner changed a couple of times but HIW kept us up to date with communication about how the planning was going. I liked how all we had to do was tell our Planners what we wanted for our wedding day and they made all the arrangements. A huge thank you to our photographer for capturing the memories, they were fantastic. Looking at the photos I know they’ve made our day memorable & have taken some lovely shots. Our day was perfect. Thank you so much.
We had the most amazing day thanks to all concerned. Our Planner and the team done us proud. The Photographer was not noticed on the day and has done a great job, the photos look excellent. We have had an unforgettable day!