Planning Your Guest List: Wedding Edition

Planning a wedding can be a daunting task, and deciding on the number of people to invite is one of the first challenges you'll face. The number of guests you invite will depend on several factors, including your budget, the venue's capacity, and the overall vision for your big day.

The general rule is that the more people you invite, the higher the cost. This is because costs for food, beverages, rentals, linens, flowers, stationery, and transportation typically increase with the number of guests. Therefore, it's essential to determine your budget before finalising your guest list.

Another crucial factor is the venue's capacity. Most venues have minimum and maximum headcounts for safety and noise reasons, so you'll need to choose a venue that can comfortably accommodate your desired number of guests.

Finally, consider the atmosphere you want to create. Large weddings with hundreds of guests will have a different vibe from more intimate gatherings with only close family and friends.

There is no one-size-fits-all answer to how many people you should invite to your wedding. The right number is ultimately up to you and your partner. However, by considering your budget, venue, and desired wedding style, you can make an informed decision that aligns with your vision for your special day.

Budget: The more people you invite, the more it will cost

Deciding on your wedding guest list is one of the first tasks to complete when planning your wedding. The number of guests you invite will directly impact your budget, as well as other factors such as the venue and catering choices.

Budgeting for Guest Numbers

The number of people you invite will affect your budget, as costs per guest will add up quickly. Catering is typically the second-biggest expense for weddings, taking up about 29% of the average wedding budget. This cost covers the food per head, and may or may not include alcohol and cake, depending on the package. If you are providing alcohol separately, this will take up about 8% of your budget. The more guests you invite, the higher these costs will be.

Venue

The size of your guest list will also influence your choice of venue. The venue hire cost is usually the biggest expense, taking up about 37% of the overall wedding budget. Most venues have headcount minimums and maximums, so you will need to choose a venue that suits the number of people you plan to invite. A larger guest list will limit your venue options, and you will need to choose a venue that can accommodate a bigger group.

Other Considerations

There are other costs to consider when it comes to your guest list. You will need to send out invitations, save-the-dates, and thank-you cards, and the cost of stationery will depend on the number of guests. You may also want to provide wedding favours or gifts for your guests, which will be more affordable with a smaller guest list.

Ways to Save Money

If you are working with a tight budget, there are ways to save money. You could choose to have a smaller, more intimate wedding with just close friends and family. This will reduce your costs significantly. You could also consider having a separate guest list for the ceremony and reception, with a larger group for the latter.

Average Guest List Sizes

The "right" number of guests is completely up to you, and there is no one-size-fits-all answer. However, it can be helpful to look at average guest list sizes for reference. A guest list of 75 to 150 people is typically considered "average", but this number can vary depending on factors such as family size and cultural background. A small, intimate wedding usually has fewer than 75 guests, while a big wedding has over 150.

Venue capacity: Consider the maximum number of guests your venue can hold

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 tips to consider when thinking about venue capacity and guest count:

Know Your Options

Firstly, it's essential to understand the typical categories of wedding sizes. A small or intimate wedding usually has fewer than 75 guests. A big wedding, on the other hand, has more than 150 guests, and a “mega wedding" has 300 or more guests. The average wedding size falls between these extremes, with 75 to 150 guests considered standard.

Understand Space Requirements

When considering venue capacity, it's important to think about how much space each guest will need. A good rule of thumb is to allow between six to ten square feet per person. For a loose crowd, where guests are about an arm's length apart, aim for ten square feet. If you anticipate a more tightly packed crowd, you can get away with around five square feet per person. Remember that the type of event will also influence space requirements. For example, a cocktail party with guests standing and seated will require a different layout than a banquet with round tables.

Consider Venue Constraints

Most venues have headcount minimums and maximums for safety and noise reasons. These restrictions will impact how many guests you can invite. Additionally, the venue layout and design should be considered. Irregular room shapes, obstructed views, and fixed obstacles can reduce the number of attendees you can accommodate.

Be Flexible

If you have a specific venue in mind, you may need to adjust your guest list accordingly. On the other hand, if you have a set number of guests you want to invite, be prepared to explore different venues to find one that suits your needs. Starting your venue search early will give you a better chance of securing your preferred location.

Plan Carefully

When deciding on a venue, consider not just the overall dimensions but also the usable space. For example, don't include areas that won't be utilised for your event, such as space behind the bar or in corners that can't accommodate tables or chairs. Think about the flow of the event and how guests will move between different areas. This will help you determine the optimal venue size and layout to ensure guest comfort and safety.

In conclusion, finding the right venue and managing guest expectations are critical aspects of wedding planning. By understanding venue capacity and guest space requirements, you can create a comfortable and enjoyable experience for everyone involved.

Wedding style: Do you want a large, formal affair or something more intimate?

Deciding on the style of your wedding is a very personal choice and will depend on a number of factors. Here are some things to consider when deciding whether you want a large, formal affair or something more intimate:

Large, Formal Wedding

A large, formal wedding is typically considered to be over 150 guests. If you have big families or a lot of friends, a large wedding might be the perfect option for you. It's also a great choice if you're a self-proclaimed "party person" and want to celebrate with all your loved ones. A larger wedding also gives you more opportunities when it comes to design and decor. With a bigger guest list, you have more possibilities for structuring creations, table layouts, and over-the-top design details.

Another benefit of a larger wedding is that you'll have more people to help with the planning and execution of your big day. You can delegate tasks and ask for help from your wedding party, family members, or friends.

If you want to publicly declare your love and commitment in front of all your friends and family, a large wedding will give you that opportunity. You'll have a big audience for your vows, and many people to celebrate with.

Intimate Wedding

An intimate wedding is typically considered to be under 75 guests. If you're not a fan of being in the spotlight, an intimate wedding might be more your style. With a smaller guest list, you can create a more personalised and customised experience for your guests. You can invest more in the details and make the day truly unique.

Intimate weddings are also a great choice if you want to focus on creating a day that reflects your relationship and your personalities, rather than following traditional wedding norms. You can be more flexible with the structure of the day and plan something that's meaningful to you.

If you only want your closest loved ones in attendance, an intimate wedding will give you the opportunity to spend quality time with each of your guests. You won't feel overwhelmed and can enjoy meaningful conversations and interactions.

Intimate weddings can also be more affordable, as you'll be catering for fewer people. This means you can either spend less overall or allocate more of your budget to other areas, such as the venue, food, or entertainment.

Practical Considerations

When deciding on the style of your wedding, it's important to consider your budget, venue capacity, and the number of guests you can realistically accommodate. These practical factors may influence your decision and help you narrow down your options.

It's also worth thinking about the pros and cons of each choice. For example, with a large wedding, you might have a bigger party and more people to share memories with. However, a larger wedding will likely require more planning and a bigger budget.

With an intimate wedding, you might feel more relaxed and have more time to focus on the little details. But you may also wish you had invited more people to share your special day.

Ultimately, the decision comes down to personal preference and what you and your partner envision for your big day.

Family expectations: Will your family be contributing financially and, if so, will they expect a say in the guest list?

When it comes to your wedding, there are a lot of expectations and traditions that come into play, especially when it comes to finances. While it's your special day, it's also a moment that your family has likely been looking forward to as well.

In the past, the bride's family bore most of the wedding expenses. However, nowadays, it's more common for couples to contribute financially to their weddings, especially if they are older and financially independent. That being said, if your family is contributing financially to your wedding, they may expect to have a say in certain decisions, including the guest list.

If you're worried about family expectations and maintaining control over your guest list, there are a few things you can do. Firstly, it's important to have open and honest conversations with your family about their expectations and your vision for the wedding. Be respectful of your family's wishes, but also be clear about your own priorities and boundaries.

One way to manage expectations is to give each set of parents a certain number of invites. This way, they can invite some of their closest friends, and you'll feel good knowing that the guest list is under control. Another option is to ask for financial contributions in specific areas, such as the rehearsal dinner or the honeymoon, which will give your family a chance to be involved without taking over the entire guest list.

Remember, it's your wedding, and you should feel comfortable setting boundaries and making decisions that align with your vision and budget. Be transparent about your plans and expectations, and try to find a balance that works for everyone.

Plus ones: Will you offer plus ones to everyone or just those in serious relationships?

Deciding on the number of guests to invite to a wedding is a challenging task. There are several factors to consider, such as budget, venue capacity, and the couple's vision for their special day. One important aspect of this decision-making process is determining whether to offer plus ones and, if so, who will receive them.

When it comes to plus ones, there is no one-size-fits-all approach. The decision ultimately rests with the couple and should be based on their preferences, relationships with guests, and financial constraints. Here are some factors to consider when deciding whether to offer plus ones to everyone or just those in serious relationships:

• Budget and Venue Capacity: Plus ones can significantly impact the wedding budget, as each additional guest increases costs for food, drinks, and venue fees. If the couple has a limited budget or their venue has restricted capacity, they may choose to offer plus ones only to those in serious relationships.
• Type of Guest: It is customary to offer plus ones to members of the wedding party, immediate family, and out-of-town guests who may not know many other attendees. These guests often receive a plus one regardless of their relationship status.
• Definition of a Serious Relationship: Couples should define what constitutes a serious relationship for them. This could include married, engaged, or cohabiting couples, as well as those who have been dating for a certain period (e.g., one year or more).
• Consistency and Fairness: It is essential to maintain consistency and fairness when offering plus ones. If one person in a similar situation is offered a plus one, it is generally considered good etiquette to extend the same courtesy to others in the same situation.
• Communication: Couples should communicate their decisions clearly and kindly to their guests. If a guest requests a plus one but is not offered one, the couple can politely explain their reasons or mention venue or budget constraints.
• Seating Arrangements: When creating seating arrangements, consider placing single guests between friendly and outgoing couples to foster a comfortable and communal atmosphere.
• Special Considerations: There may be instances where the couple wants to make special exceptions for plus ones, such as for a guest who won't know anyone else at the wedding or a close friend or family member.

By considering these factors, couples can navigate the complex world of plus-one etiquette and make informed decisions that align with their budget, venue, and personal preferences.

Frequently asked questions