Key Considerations For Finalizing Your Wedding Guest List

Deciding how many people to invite to a wedding can be a tricky task. The number of invitees is often influenced by factors such as budget, venue capacity, and the couple's vision for their big day. The average wedding guest list size in 2023 was 115 people, but this number can vary depending on the region, venue type, budget, and the couple's preferences.

It's important to consider that not everyone invited will be able to attend, and the acceptance rate can vary based on factors such as the location of the wedding and the proximity of guests. Local guests usually have a higher acceptance rate of around 85%, while out-of-town guests may have a lower acceptance rate of about 55%.

When creating a guest list, it's common to categorise guests into an A-list and a B-list. The A-list includes must-have guests such as close family and friends, while the B-list consists of guests who are less of a priority. This helps ensure that the most important people are invited while also providing flexibility if there is room for additional invitees.

Ultimately, the number of people invited to a wedding depends on the couple's preferences, budget, and the size of the venue. It's essential to strike a balance between creating an intimate gathering and a grand celebration, ensuring that the day is memorable for the couple and their loved ones.

Budget: The number of guests you can invite will depend on your budget for food, drink, invitations, etc

Deciding on the number of guests to invite to a wedding depends on several factors, including budget, venue, and the overall vibe you want for the day. The average cost of a wedding in the US is $35,000 (excluding the engagement ring), and the venue is typically the biggest investment, taking up about 37% of the overall budget. Catering is another significant expense, accounting for about 29% of the budget.

The average cost of a wedding guest, when factoring in food, drinks, rentals, wedding invitations, etc., can range from $200-$500+, with an average of $300 in the US. This means that the number of guests you can invite will depend on your budget. For example, a $30,000 wedding budget can accommodate 80 guests or 160 guests, depending on your spending preferences.

To stay within your budget, it is essential to create a wedding guest list and stick to it. You can make two invitation lists: an A-list, comprising your closest friends, in-laws, and immediate family members, and a B-list of other guests you'd like to invite if your budget allows.

When deciding on your budget, it is also important to consider other expenses that can add up, such as lighting, florals, the dance floor, wedding favors, and postage for invitations. These costs can be adjusted to accommodate more guests if needed.

In summary, the number of guests you can invite to your wedding will depend on your budget and how you allocate your spending across various expenses. Creating a detailed budget and guest list will help you stay on track and ensure you can invite the number of guests you desire.

Venue: The venue's capacity will dictate how many people you can invite

Deciding on a wedding venue is a crucial step in the wedding planning process, as it will directly impact the number of guests you can invite. Here are some things to keep in mind when considering the venue's capacity:

Venue Capacity and Guest Count

Firstly, it's important to understand the venue's capacity in terms of how many people it can comfortably accommodate. This includes considering the space needed not just for your guests but also for other essential elements of your wedding. For example, you'll need space for a dance floor, a head table, a cake table, a DJ or band, a buffet or food stations, and bars.

When evaluating a venue's capacity, consider the following:

• The number of guests you plan to invite
• The minimum square footage required to accommodate your guest count
• The layout of the space and how it can be configured to meet your needs
• Any restrictions or requirements the venue may have regarding guest count

Creating Your Guest List

When creating your guest list, it's essential to strike a balance between the people you want to invite and the venue's capacity. Here are some tips to help you create your guest list:

• Start by creating a fantasy guest list with everyone you'd like to invite.
• Consider your budget and the venue's capacity to narrow down your guest list to a realistic number.
• Prioritize the people who must be invited, such as close family and friends.
• Create an "A-list" of must-have guests and a "B-list" of people you'd like to invite if space allows.
• Be mindful of the venue's minimum and maximum headcount requirements.
• Send out invitations to your "A-list" guests first and set an earlier RSVP date. If you receive more declines than expected, you can then send invitations to your "B-list" guests.

Managing Guest List and Venue Capacity

It's important to manage your guest list and venue capacity effectively to avoid any last-minute surprises. Here are some tips:

• Don't over-invite, assuming that some guests will decline. This could lead to a situation where all invited guests RSVP "yes," and you're left scrambling to accommodate everyone.
• Be cautious about creating a "B-list." While it can be a solution to manage declines, it's important to be respectful and discrete to avoid hurting feelings.
• Communicate with your venue coordinator or wedding planner to ensure that all your space requirements are met, including any extras like a dance floor, band or DJ setup, and buffet tables.
• Consider the layout of the venue and how you can configure the space to accommodate your guest count comfortably.
• Be mindful of fire codes and safety regulations when determining venue capacity.

In conclusion, when planning your wedding, remember that the venue's capacity will play a significant role in determining your guest count. Be mindful of the space requirements, create a thoughtful guest list, and effectively manage your invitations to ensure a smooth and enjoyable experience for you and your guests.

Guest list: Consider how many people from each side will attend and whether you will have a B-list

Deciding on the number of people to invite to your wedding can be a tricky task. It is important to consider how many people from each side will attend and whether you will have a B-list. Here are some tips to help you navigate this process:

Start with a Master List

Begin by creating a master list that includes everyone you would invite if there were no limitations. This list should include immediate family, close friends, and then extend to colleagues, distant relatives, acquaintances, and their partners or children.

Separate into Tiers

From your master list, separate the guests into tiers. The top tier, or A-list, consists of guests who are non-negotiable and must be at your wedding. These are usually close family members and friends. The B-list comprises individuals you would enjoy having at your wedding but could also do without.

Consider Venue and Budget Constraints

The size of your venue and your budget will play a significant role in determining the number of guests you can invite. Evaluate your budget to understand how many people it can accommodate, considering factors such as catering, invitations, and event rentals. Most venues have headcount minimums and maximums, so ensure your guest list aligns with these restrictions.

Plan for Declines and Create a B-List

According to experts, approximately 20% of invited guests will decline your invitation. If you are inviting 100 guests, you can expect around 80 to attend. However, this is not a foolproof method, and it is important to ensure you can accommodate everyone if they all accept.

To manage this, create a B-list of guests you would like to invite if you have space. Send out invitations to your A-list first and wait for their RSVPs. If you receive more declines than anticipated, you can then invite people from your B-list within a reasonable timeframe (ideally more than six weeks before the wedding).

Be Strategic with Plus-Ones

When deciding on plus-ones, consider reserving them for guests in your wedding party, married guests, engaged guests, and those in long-term relationships. You may also want to make exceptions for guests who won't know anyone else at the wedding, such as a childhood friend.

Keep Your Parents Informed

If your parents are contributing financially, they may want a say in the guest list. Be respectful of their wishes and try to find a compromise. You could allocate a certain number of seats for them to invite guests while staying within your venue and budget constraints.

Manage Expectations

If you are planning an intimate wedding, let those who might expect an invitation know as early as possible. This will help manage their expectations and avoid any unnecessary friction.

Stagger Your Invites

Your final guest list may not be truly final. Send out invitations at least eight weeks in advance and wait for RSVPs. If you receive some declines, you can then fill those spots with people from your B-list or even your master list. Just be sure to send the next round of invitations as soon as possible.

Remember, it is your special day, and you should invite the people you truly want to celebrate with. Don't be afraid to stand your ground and make decisions that align with your vision and budget.

Plus-ones: Decide which guests should be invited with a plus-one, e.g. married guests, those in your wedding party

Deciding which guests should be invited with a plus-one can be tricky, but there are some general guidelines you can follow. Here are some tips to help you navigate the plus-one dilemma:

Married Guests

As a general rule, it is customary to invite both spouses or partners in a married couple, even if you are closer to one person than the other. This is out of respect for their relationship and to avoid any potential awkwardness. The same goes for engaged couples and those who live together, as excluding one half of the couple could cause tension and hard feelings.

Wedding Party Members

It is also standard etiquette to offer a plus-one to members of your wedding party. These individuals have likely spent a lot of time, energy, and money to be a part of your special day, so it is a nice gesture to allow them to bring a date or friend. This can also help ensure that they have a good time and feel more comfortable, especially if they don't know many other guests.

Out-of-Town Guests

If you have guests who are travelling from out of town and may not know many people at the wedding, it is considerate to offer them a plus-one. This way, they won't feel lonely or out of place, and they'll have someone to share the travel experience with.

Close Friends

If you have close friends who are single and won't know many people at the wedding, you may want to consider offering them a plus-one. This can make them feel more included and give them a chance to introduce you to someone special in their life.

Other Considerations

When deciding on plus-ones, it's important to keep your budget and venue capacity in mind. You may not be able to offer a plus-one to every guest, and that's okay. Be consistent and establish clear criteria for who gets a plus-one to avoid any hurt feelings.

Remember, your wedding day is about celebrating with the people you love, so try not to stress too much about the small details. Focus on what will make you and your partner happy, and the rest will fall into place.

No-shows: It's common for some guests to decline the invitation or not show up, so you may want to invite slightly more people than your venue's capacity

When planning a wedding, it's important to consider the possibility of no-shows. It's common for some guests to decline their invitation or not show up on the day, so you may want to invite slightly more people than your venue's capacity to ensure a good turnout.

There are a variety of reasons why guests don't show up. The most common reason is illness, especially since the COVID pandemic. Other reasons include severe weather, major traffic, childcare issues, injury, work crisis, family emergency, or simply oversleeping. If your wedding is a destination wedding, guests may also encounter travel issues such as flight cancellations.

While there's no documented average no-show rate, some outlets report that you should expect 5 to 10% of guests who RSVP'd yes not to attend. However, this figure may be a bit high, and it's unlikely that all your invited guests will be able to come.

To account for potential no-shows, you could consider creating a "B-list" of guests. Send invitations to your "A-list" guests first, and if you receive declines, send invitations to your "B-list" guests. Just be mindful of the timing—sending an invitation less than six weeks before the wedding may give the impression that the guest was on the "maybe" list.

Another option is to invite approximately 10% more guests than your desired number, as between 10% and 20% of those invited are likely to decline. However, be cautious with this approach, as there's always the possibility that all your guests will accept.

If you're worried about no-shows, here are some tips to consider:

• Assign a wedding party member, close family member, or wedding planner as an emergency contact and publicise their information to your guests.
• Send out final reminders to your guests a few days before the wedding, letting them know the when and where.
• Talk to your vendors about how they'll handle no-shows, and how this information should be communicated.
• Circulate a guest list with contact information among your closest family and wedding party members so they can reach out to any missing guests.
• Focus on celebrating with the guests who are present, and try not to get too upset about any no-shows.

Remember, it's important to be gracious and understanding towards guests who can't make it. While it can be disappointing, avoid invoicing no-show guests as this can drive a wedge in your relationship.

Frequently asked questions