How to Print Seating Cards

by Kathryn Rateliff Barr ; Updated September 22, 2017

Items you will need

  • Place card holders

  • Perforated business card stock

  • Graphic file

  • Business card template file

  • Computer

  • Color printer

  • Seating chart with guest names

Seating cards may be used for a variety of events, such as weddings, formal dinners, presentations, workshops and board meetings. There is a wide variety of ways to prepare seating cards for such an event, depending on how elaborate you want the cards to appear and how much you want to spend on them.

Specialty paper companies carry fancy paper stock for place cards, but you don’t need specialty paper to create professional-looking seating cards. Plain white perforated business card stock and a printer can meet your needs.

Download a template for business cards. Most specialty paper suppliers have a variety of free templates you can access. You will find that using a commercial template is easier than building your own template. For the purposes of this example, use U-0113-01_P.doc from This template is for standard, perforated 8.5-inch by 11-inch business card stock with two columns and five rows and uses Microsoft Word.

Create a master template document by choosing “Master Document” from the View pull-down menu. Insert any graphics file that will appear on all cards. Choose “Insert” > “Picture” > “From File” and locate the graphics file on your computer. The graphic will appear in the center of the top left business card location.

Resize the graphic by clicking on the picture and selecting one of the corner handles. Drag the handle in a diagonal direction until you have the size picture you want on the card. Click to the right of the graphic to deselect it.

Choose “Edit” > “Select All” and then choose “Align Left” from the Formatting toolbar. This will align all your place cards to a left orientation.

Click on your graphic and copy it by choosing “Edit” > “Copy.” Click into each of the other nine business card spaces, and paste your graphic into the template field.

Choose “View” > and click on “Master Document” to deselect the master file. Save your file as a template by choosing “File” > “Save As” > and “Document Template” from the “Format” box. Give your file a name and location where you will be able to find it.

Type one name into each of the 10 business card fields, using your seating chart. Add additional spaces between the name and the graphic to center the guest’s name in the space to the right of the graphic.

Load business card stock into your printer, and print your file.

Repeat Steps 7 and 8 as needed until all your guests have a place card.

Separate the business cards using the perforations on the stock.

Insert each place card into a place card holder, and arrange them according your seating chart.

About the Author

Rev. Kathryn Rateliff Barr has taught birth, parenting, vaccinations and alternative medicine classes since 1994. She is a pastoral family counselor and has parented birth, step, adopted and foster children. She holds bachelor's degrees in English and history from Centenary College of Louisiana. Studies include midwifery, naturopathy and other alternative therapies.

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