Evening Wedding Guest List: Who, When, And How To Invite

Planning a wedding can be a daunting task, especially when it comes to deciding who to invite. If you're looking to have a larger celebration in the evening, inviting guests to join you for the evening reception is a great way to include more people in your special day. In this article, we'll guide you through the process of inviting evening guests to your wedding, covering everything from etiquette to wording your invitations. We'll also explore the benefits of having evening-only guests and provide tips on how to make them feel welcomed and valued. By the end, you should feel confident in navigating this aspect of your wedding planning and be well on your way to creating a memorable celebration with all your loved ones.

Make it clear they're evening-only invites

It is important to make it clear to your guests that they are evening-only invitees. Here are some ways to do this:

Firstly, ensure you have separate invitations for the evening reception. These should be headed with 'evening reception' or 'evening celebration' to set your guests' expectations. This way, there is no ambiguity about which parts of the wedding they are invited to. You can also include a sheet of additional information with your invitations, clearly stating the parts of the wedding they are invited to. For example, you could write:

> "We are getting married at at . We would love it if you were able to come to the ceremony to see us get married & we'll see you later for the evening celebrations!"

Secondly, the wording of your invitation should be clear and informal. You could write that you will be getting married on a certain date and that you would love for them to join you at the after-party to celebrate. For example:

> "Alison and Richard invite you to join them for an evening of drinks and dancing to celebrate their wedding at 7pm on Saturday 13th August 2022."

Finally, it is a good idea to mention if you are only serving light snacks or no refreshments at the evening reception. This manages your guests' expectations and ensures they do not feel misled.

Remember, it is perfectly acceptable to have evening-only guests. Most people will be happy to be included in your special day, and anyone who complains about not being invited to the whole day may not be worth inviting at all.

Include date, time, venue, and RSVP details

Evening wedding invitations are for guests who will be joining only the latter part of the wedding celebrations. It is important to be clear about the details of the event to ensure your guests know what to expect and when and where to arrive.

Date

The date of the wedding should be included in the invitation. This is standard information for both day and evening invitations.

Time

Evening invitations should include the time guests are expected to arrive. This is usually around 6-7pm, after the wedding breakfast and before the first dance. It is also worth including the time the event will finish so that guests know how long they will be expected to stay.

Venue

The address of the reception venue is crucial information for evening guests. It is also a good idea to suggest local accommodation and taxi companies, or to provide information about any transport you are putting on.

RSVP

It is important to include RSVP details so that you can get an idea of numbers for catering. A simple line at the bottom of the card is sufficient, such as "RSVP by [date] to [email or phone]".

Specify food/drink options

When inviting evening guests to a wedding, it is important to specify the food and drink options that will be available to manage their expectations. Here are some tips to consider:

Type of Food

It is generally expected that food will be served at an evening reception. If you are only serving light snacks or canapes, it is a good idea to mention this on the invitation. This will ensure your guests know what to expect and can plan accordingly, especially if they have any dietary restrictions.

Evening wedding guests will likely appreciate more substantial food options, especially if alcohol is being served. Consider a buffet dinner, BBQ, or hog roast to keep your guests happy. If you are having a themed wedding, you could serve food that fits the theme, such as a catered barbecue for a rustic country-themed wedding. Alternatively, you could serve food that reflects your heritage and culture.

Portion Sizes

It is generally better to order more food than you think you will need to ensure your guests are satisfied. For an evening wedding reception, consider the following portion sizes:

• Appetizers: 4-6 pieces per person per hour. If you are having a happy hour, offer 6-8 pieces per person per hour.
• Side dishes: 4 ounces per person for vegetables or potatoes, 2 ounces per person for rice and other grain dishes, and 2 ounces per person for a green salad.
• Main dish: 4-6 ounces per person for poultry, fish, or meat, and 6-8 ounces for vegetarian options.
• Desserts: If you are serving a traditional wedding cake, plan for one slice per person. If you are also serving ice cream, 3 ounces will be sufficient, but if served alone, 5 ounces is a good portion size. For other desserts, 4-ounce servings are usually adequate.

Drinks

It is important to ensure you have enough beverages for your guests, whether your wedding is during the day or in the evening. Here are some general guidelines:

• Wine: 1 bottle per 2 people per hour for an evening wedding, and 2 people per bottle for a daytime wedding.
• Beer: 2 bottles or 2 beers per person per hour for an evening wedding, and 2 bottles or beers per person per hour for a daytime wedding.
• Water: Encourage guests to stay hydrated, especially during summer months. Infused water is a popular option. 3 glasses of water per person is a good guideline.
• Soft drinks and juice: Stock up on these if children are attending your wedding.
• Cash bar: If you are having a cash bar, be sure to advise your guests in advance so they can plan accordingly.

Remember to also include your vendors, such as the DJ and photographer, when calculating food and beverage amounts. They will need plenty of energy to keep going throughout your special day!

Extend the invite to their plus-one

When it comes to wedding guest lists, it's important to be mindful of your guests' needs and comfort. If you have guests who won't know many other attendees, it's a thoughtful gesture to extend a plus-one invitation so they can feel more at ease. This is especially considerate for out-of-town guests, who may feel lonely without a familiar face.

If budget and space allow, it's ideal to offer every unattached guest a plus-one. However, if you're working with a tighter budget or a limited venue capacity, you may need to be more selective. A good rule of thumb is to grant plus-ones to guests who are married, engaged, or in a serious, long-term relationship. This acknowledges their commitment and ensures they feel valued.

When addressing invitations to single guests with a plus-one, it's best to use the phrase "and invited guest" or "and guest" rather than assuming a specific person will be their date. This gives them the flexibility to choose their companion.

• "Mrs. Valerie Smith and invited guest"
• "Mr. James R. Smith and guest"
• "We invite you and a guest to join us in celebrating our marriage..."

If you're unsure about the relationship status of your guests, it's safer to use "invited guest" to avoid any potential awkwardness.

For unmarried couples, if you know and are close to both partners, you can address the invitation to both of them. If they live together, include both names on the outer and inner envelope. If they live separately, send each person their own invitation if possible, or address the outer envelope to just one person and include the other's name inside.

Remember to request the name of each plus-one on your RSVPs to facilitate seating arrangements and to avoid strangers or problem guests showing up. It's also essential to be proactive and respond kindly but firmly to any guests who didn't receive a plus-one and may inquire about one.

Suggest accommodation/travel options

When it comes to suggesting accommodation and travel options for your evening wedding guests, here are some detailed and instructive tips to make the process seamless:

• Block Booking at Hotels: Recommend or suggest specific hotels where your guests can stay. You can contact hotels early and negotiate a group rate by reserving a block of rooms for your guests. This not only ensures that your guests get a good deal but also saves them the hassle of researching accommodation. Try to book rooms at hotels within walking distance of the wedding venue, or at least easily accessible via car, taxi, or public transportation. If the hotels are farther away, consider arranging shuttle services for your guests to and from the venue.
• Variety of Options: Offer a range of accommodation styles and price points to suit different budgets. Include suggestions for hotels, resorts, Airbnbs, and other group accommodation options. If possible, negotiate extra perks like complimentary breakfast, late checkout, or discounted rates for your guests.
• Communication is Key: Use your wedding website or include separate insert cards in your invitations to share accommodation suggestions and details. Provide direct links and contact information for each option, along with a brief description, distance from the venue, and price range. If you have a wedding website, keep it updated with travel and accommodation information, schedules, airport codes, hotel addresses, and other helpful instructions.
• Early Planning: It is advisable to send out invitations and accommodation suggestions well in advance, especially for destination weddings. This gives your guests ample time to budget and make travel arrangements. Reach out to hotels early to ensure the best rates, and consider reserving room blocks up to a year in advance.
• Welcome Gifts and Activities: A thoughtful way to welcome your evening guests is by providing welcome bags with relevant supplies, such as a map of the area, local snacks or delicacies, bottled water, and souvenirs. You can also plan pre-wedding activities, like a welcome party or a casual get-together, to help your guests mingle and explore the area.
• Special Considerations: If you have guests with special needs, such as families with children or guests with accessibility requirements, make sure to suggest accommodation options that cater to their needs. If you plan to have a child-friendly wedding, consider arranging entertainment or childcare for the little ones during the evening reception to keep them engaged and allow their parents to enjoy the celebrations.

Remember, it is your responsibility to research and recommend comfortable and convenient accommodation options for your evening guests. By providing them with a range of choices and sharing relevant information, you can ensure they have a pleasant experience attending your wedding.

Frequently asked questions