Wedding Guestlist: Who Will Actually Show Up?

Planning a wedding is a complex task, and one of the most important aspects is the guest list. The number of guests a couple chooses to invite will depend on a variety of factors, including budget, venue capacity, and the couple's vision for their big day. While it is generally expected that not everyone invited will attend, the percentage of guests who do show up can vary. On average, between 75-85% of invited guests will attend a wedding, with local guests being the most likely to come (around 85%) and destination wedding guests being the least likely (around 35%). Other factors that can impact attendance include the size of the wedding, the location, and the date and time of the wedding. To increase the chances of guests attending, couples can send out save the dates in advance and consider the average acceptance rate when creating their guest list. Ultimately, the number of guests a couple chooses to invite is a personal decision that should be based on their own preferences, budget, and venue constraints.

Local guests

If you are planning to invite local guests, it is important to keep in mind that not everyone you invite will be able to come. As a rule of thumb, you can usually expect around 75-85% of those invited to actually attend. This means that if you invite 100 local guests, you can expect around 75-85 guests to attend.

It is also important to consider the size of your wedding when inviting local guests. Smaller weddings usually have around 50 guests, while larger weddings can have 300 or more. If you are planning a small wedding, you may only need to invite a few local guests. On the other hand, if you are planning a large wedding, you may need to invite more local guests to reach your desired guest count.

Another factor to consider is the timing of your wedding. Sending out save-the-dates six to eight months in advance will give local guests time to prepare and increase the likelihood of attendance.

Additionally, it is crucial to manage your expectations when inviting local guests. Not all invited guests will be able to come, and it is important to respect their decision. Life happens, and people may have busy schedules, prior commitments, or other reasons for not being able to attend.

When creating your guest list, start by listing your immediate family members, wedding party members, and extended family. Then, consider your close and mutual friends, followed by coworkers and colleagues. Traditionally, spouses and partners of guests are also invited, and it is common courtesy to invite the parents of young children as well.

In summary, when inviting local guests to your wedding, aim for around 85% attendance, consider the size of your wedding and the timing of your invitations, and be realistic and respectful in your expectations. With these tips in mind, you can create a well-rounded guest list that includes your local loved ones.

Out-of-town guests

When it comes to out-of-town guests, you can expect around 55% of them to attend your wedding. This is a good rule of thumb to follow, but it's worth noting that there are other factors that can influence this number. For instance, if most of your out-of-town guests are close family members, you might see a higher attendance rate of up to 85%. On the other hand, if your wedding is taking place during bad weather or your out-of-town guests have to travel a long distance, you might see a lower attendance rate.

To increase the chances of your out-of-town guests attending, it's a good idea to send out save-the-dates six to eight months in advance. This will give them plenty of time to prepare for the trip and make the necessary arrangements. When it comes to invitations and RSVPs, the traditional timeline is to send them out six to eight weeks before the wedding and set the RSVP date a few weeks after that. However, if you're worried about a low turnout, you can send out invitations and bump up the RSVP dates slightly earlier, such as 10 weeks before the wedding.

If you're looking for a quick way to estimate your total guest count, you can use the following equation:

Number of out-of-town guests x 0.55) + (Number of local guests x 0.85) = Total estimate

Keep in mind that this is just an estimate, and it's always a good idea to prepare your budget for 100% attendance. Additionally, it's worth considering creating an A-list and a B-list of guests. Invite the guests on your A-list first and wait for their RSVPs. If you find out that some of them can't make it, you can then invite the same number of people from your B-list. This way, you can manage your guest list more effectively and avoid having too many unexpected guests.

Destination guests

Planning a wedding is an exciting but challenging task, especially when it comes to finalising the guest list and determining how many people will actually attend. For destination weddings, the percentage of invited guests who attend drops to around 50-70%. Here are some factors to consider when estimating the number of destination guests who will show up:

Timing and Location

Destination weddings often involve guests travelling long distances, which can be a significant factor in their decision to attend. Sending out “Save the Dates” as early as possible, ideally four to six months in advance, gives guests more time to plan their travel arrangements and increases the likelihood of a positive response.

Guest List Personalisation

The type of guests you invite can also impact the attendance rate. Close friends and family are more likely to make the trip for a destination wedding. On the other hand, consider that guests with children, busy work schedules, or financial constraints may be less likely to attend.

Size of the Wedding

Intimate weddings tend to have higher attendance rates, while larger weddings may see a drop in attendance, especially if the guest list includes many out-of-town guests.

Relationship with the Couple

The bride and groom's relationship with each guest can influence their attendance. Guests who are very close to the couple or have a strong connection with them are more likely to make an effort to attend, even if it involves travelling to a destination wedding.

Season and Weather Conditions

Unfavourable weather conditions, such as storms or extreme temperatures, can deter guests from attending a destination wedding, especially if the venue or activities are largely outdoors.

Budget Constraints

Destination weddings can be more expensive for guests, considering travel costs, accommodation, and time off work. This may influence their decision to attend, especially if they are already working within a tight budget.

While these factors provide some guidance, predicting the exact number of destination guests who will show up remains an inexact science. It is always a good idea to prepare a budget for 100% attendance, even if you expect a lower turnout, to ensure you have enough food, seating, and favours for everyone.

Budget

The biggest chunk of your wedding budget will likely go towards the venue, catering, and rentals, which typically make up about 45% of the overall budget. This includes the cost of renting the venue, tables, chairs, linens, stemware, catering staff, food, and alcohol. The next biggest expenses are usually the wedding planner/coordinator (5-15%), photography and/or videography (12%), reception music/entertainment (10%), wedding stationery (2%), flowers and decor (10%), wedding attire and beauty (9%), wedding cake and desserts (2%), transportation (3%), and gifts and favors (1%).

It's also important to budget for hidden costs, such as tips for vendors, unexpected expenses, and costs for other wedding events like the rehearsal dinner. Using a budget tracker can help you stay organized and ensure you don't overspend.

$10,000 Wedding Budget Breakdown

• Reception, venue, catering, and rentals: $4,500
• Photography and/or videography: $1,200
• Reception music/entertainment: $1,000
• Wedding attire: $900
• Flowers & decor: $1,000
• Favors & gifts: $200
• Transportation: $200

$20,000 Wedding Budget Breakdown

• Reception, venue, catering, and rentals: $9,000
• Photography and/or videography: $2,400
• Reception music/entertainment: $2,000
• Wedding attire: $1,800
• Flowers & decor: $2,000
• Favors & gifts: $400
• Transportation: $400

$30,000 Wedding Budget Breakdown

• Reception, venue, catering, and rentals: $13,500
• Photography and/or videography: $3,600
• Reception music/entertainment: $3,000
• Wedding attire: $2,700
• Flowers & decor: $3,000
• Favors & gifts: $600
• Transportation: $600

$50,000 Wedding Budget Breakdown

• Reception, venue, catering, and rentals: $22,500
• Photography and/or videography: $6,000
• Reception music/entertainment: $5,000
• Wedding rings: $1,000
• Wedding attire: $4,500
• Flowers & decor: $5,000
• Favors & gifts: $1,000
• Transportation: $1,000

Venue

Deciding on a wedding venue is a crucial step in the wedding planning process, and it's important to consider the number of guests you expect to attend. While it's difficult to predict exactly how many people will show up, there are some estimates you can use to help guide your decision.

According to various sources and real-life examples, the average wedding attendance rate is around 80% of invited guests. This means that if you invite 100 guests, you can expect around 80 people to attend. However, this number is not set in stone and can vary depending on various factors. For example, if your wedding is in a different location from where most of your guests live, you may have more people RSVP 'no'. On the other hand, if your wedding is local, you may have more 'yes' RSVPs, but a higher chance of no-shows on the day.

It's also worth noting that smaller, intimate weddings tend to have higher attendance rates, closer to 100%, whereas larger weddings with over 200 guests may have a lower attendance rate of around 75%. Additionally, the type of wedding you're planning can also impact your venue choice. A small wedding typically has 50 or fewer guests, a medium wedding has anywhere from 50 to 150 guests, and a large wedding has over 150 attendees.

When choosing a venue, it's crucial to consider not only the number of guests but also other factors such as your budget, the availability of the space, and whether it aligns with your vision for the big day. Most venues have minimum and maximum headcounts for safety and noise reasons, so it's important to find a venue that can accommodate your expected guest count.

To ensure you have enough space and are prepared for any last-minute changes, it's recommended to plan and budget as if all invited guests will attend. This means choosing a venue that can accommodate your entire guest list and perhaps even having a few extra chairs and meals on hand in case of unexpected plus-ones or no-shows.

In summary, while it's challenging to predict exact attendance numbers, using estimates and considering various factors can help you choose the right venue for your special day. Remember to plan for the worst-case scenario to avoid last-minute stresses and ensure a smooth and memorable celebration.

Frequently asked questions