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Laura Olsen Events | Toronto, Niagara, Burlington, Oakville, wedding planner

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Wedding Stationery Basics

Wedding stationery is a small yet impactful detail on a wedding day! It is something you can dive deep into and really showcase your overall wedding vibe, but also use it as a tool to tell your love story before guests even get to the wedding! 

From Save the Dates all the way to a cocktail napkin, stationery not only provides a sense of consistency and professionalism in your wedding planning but also helps to weave the themes of your day together and help to unite the smaller details in your decor!

Below we will break down wedding stationery in chronological order, helping with tips and tricks for a seamless experience!

An Introduction to Wedding Stationery

February 11, 2025

Save the Date

From the moment you say “I DO” to your venue, you can let guests know the date! Having a Save the Date is not always necessary, you can skip straight to an invitation, but it’s a fun way to announce your celebration, while also giving guests key information to lock it into their calendars.

Save the Dates can be either printed or mailed, whichever suits your budget or the method by which you hope to collect information. Online save the dates are great because you can ask for mailing addresses if doing a printed invitation (more on that later!) and you can also direct guests to a wedding website right away with any other general details you wish to share at that time.

The Invitation

Online versus printed wedding invitations - a tale as old as time. We love both, and they both come with pros and cons that all can be weighed by the couple’s needs, wants or vision for their day. There is no right or wrong answer - just your personal preference! Here are some pros and cons of online and printed invitations!

Cost-Effective & Eco-Friendly, but Limited Design & Personalization

Having an online invitation means no printing costs and no traditional postage costs. And of course, no hassle with the mail system! It also means you are reducing your impact on the environment from paper to carbon footprint with delivery implications, which is a huge factor for many couples. However, often using online invitation websites or platforms can limit your ability to add some key personal touches, or design your invitation to its fullest. Some websites allow you to upload your pre-designed image, but not always. Some websites also have digital postage fees for sending out your invitation so it’s something to keep in mind.. Physical invitations also can hold sentimental value and lots of guests treasure them, hold on to them, or frame them to keep them. 

Convenient, but maybe too convenient

Online invitations are convenient - your guests get them instantly to their email inbox, with no hassle or waiting for print shops, mail systems or delivery. Online is easy to access, and you can get instant responses from your guests, as many online systems include immediate RSVP options. However, online invitations can sometimes get missed in an email inbox, end up in someone’s spam box or a guest may have already unsubscribed from the platform you’re using, eliminating some of the efficiency perks of the site. It can also be too convenient in the ability to respond right away, that some guests might put it off and cause a delay.

Couples also sometimes comment that online invitations reduce the feeling of exclusivity, or an ability to represent them as a couple. Having a printed version often achieves just this, which is why it can be such a popular option.

Having a mailed invitation, while a tangible memory, is also exciting - who doesn’t love getting a beautiful envelope addressed to them!? In a technology-focused world, it is so nice sometimes to receive a hard copy of something, personalized to the guest from the couple. Though slower, receiving a printed invitation is always worth it. 

Easy to Share, Quick to Update but only if Guests are Tech-Savvy

Online invitations are easy to update, revise, change, etc. and often have message broadcasting services on the back end, making it easy to communicate with your guests should there be a major change to your wedding day. They also can embed an RSVP option, which is then tracked on the back end in a seamless online, exported document.

On the flip side, some of your guests may not be tech-savvy or unfamiliar with the digital tools, causing them to struggle to access the information you're providing. Or, if someone lives abroad or in a remote area, online access may be limited which leaves them unable to respond in the time you’d like them to. Some guests may also have privacy concerns, or not feel comfortable using an online system.

A common compromise? Having a dual system - the majority of your guests receive an online invitation, while select guests, or older guests, receive a printed version to either be mailed or hand-delivered by the couple themselves. Having Trouble Hearing Back from Vendors

In the beginning, give them grace. A lot of vendors spend a lot of time working outside their emails, especially during a busy wedding season! Monday is our Sunday! However, if you are consistently not hearing back from them, politely explain that you would like more communication and provide them the opportunity to explain their work style, hours and response times.

However, before getting to this place, it is important to set these expectations early and have these conversations! We all work hard, and things can be crazy busy, but be sure to protect what you’re expecting based on details outlined in the contract.

The Day-of Signage

Welcome Sign

A welcome sign greets your guests as they arrive, and also helps as directional signage should you be somewhere that has multiple weddings, or multiple locations.

Directional Signs

Often used on private property weddings or in venues where there are multiple events happening, this helps direct guests to the various areas they need to go to during a wedding day, especially if the property is larger or there aren’t staff there to direct 

A soft taupe wooden sign folded at the top with a box attached to the front to hold flowers.

Cleland Studios, Fable Floral Design, All That’s Lovely, Harding Waterfront Estate

Will Reid Photography, Paper and Poste. University Club of Toronto

Seating Chart

The name explains itself! This sign helps guests know where they are seated. Our best advice is to sort this alphabetically by last name, so that guests can easily find their name during cocktail, or just after, before taking their seat in the main reception area. Sorting by table will slow down the time it takes guests to find their names.

Bar Signs + Signature Cocktails

Bar signs, though often venue-provided, can be a fun way to include images of furry friends or to indicate signature cocktails with a fun name! It helps to integrate an overall theme even in the bar area consistent with your other wedding branding.

Will Reid Photo, All That’s Lovely, Bloom and Co.

Mango Studios

All That’s Lovely, Cleland Studios

Napkins

A fun inclusion is personalized napkins at a wedding during cocktail hour with passed hors d’oeuvres or at the bar. We’ve seen so many versions over the years: furry friends, quotes, couples monograms or initials, love letters couples used to write to each other, etc. The sky is the limit!

Table Numbers

As part of the overall table decor, your table numbers are a beautiful representation of the colour, vibe and theme on each guest table and help to seamlessly tie in your vision. These should be easy to read and stand out against the other decor you have on the table.

Place Cards

These handy cards indicate where guests are sitting at your table, and can be tied into your aesthetic with the menus and table numbers matching, having the same font styles, colours etc. Place cards can also be helpful to servers when a meal choice is indicated on the place card versus a menu. You can also be creative in how the meal choice is communicated - perhaps it’s a floral graphic in the bottom left corner for beef and the top right for chicken. Or if you’ve included a crest in your wedding branding, B for beef or C for chicken is subtle but clear.

Menus

A helpful tool to remind guests of what they are eating for each course, throughout the night, etc and also ties into the design of the tables and other stationery pieces. It is also helpful to personalize each menu to the guest’s meal choice, and can also have their name at the top if not doing a formal place card. This also removes any confusion with guests changing their minds on the wedding day and impacting the kitchen’s efficiency of service.

For Your Party, Christine Lim Photography
For Your Party, Christine Lim Photography
Statue Rue, Robin Sassi Photo
Statue Rue, Robin Sassi Photo
Christine Lim Photography, Sugarbones
Christine Lim Photography, Sugarbones
Christine Lim Photography, All That's Lovely
Christine Lim Photography, All That's Lovely

Receiving Table 

  • There are a variety of options you can have on your receiving (welcome) table to include additional signage, indicate to guests what is there, or to honour loved ones. 

  • Examples include signage for: In Memoriam, Guest Book, Card Box, Gifts, Favours

In summary, wedding stationery is an essential part of wedding planning that serves both practical and emotional purposes. It not only conveys important information but also reflects your style and helps create a memorable experience for you and your guests.


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It’s been a while since I showed my face around here, so it feels like the perfect time for a little reintroduction. I’m Laura—owner and lead planner at Laura Olsen Events. I started LOE with a simple hope: that it could be a place
We’re definitely on board for tablescape designs that allow for practicality of wedding receptions. Bread, butter, oils, salt and pepper shakers, etc. all take up room on the table and being mindful of leaving room for those pieces is important
I just LOVE how much fun Rebecca had during the Hora at their reception. The joy on their faces says it all!

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#hora #jewishwedding #jewishweddingreception #jewishweddings #horad
The Edgewater Room at The Pearle Hotel overlooks Lake Ontario and let me tell you - it's a beautiful, unique view! Add in the feathers and flowers on the ceiling that could almost be moving in the wind and it's an ethereal dream. 

Photography @cacie
Another look at the gorgeous florals at the base of the clear acylic chuppah. The sandstone pillar candles add another layer of softness to the colourful design.
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Photography @caciecarrollphotography
Chuppah: @exquisite_occasions
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