Planning A Wedding Proposal? Here's How To Invite Guests

Planning a wedding proposal can be a daunting task, but there are some key steps you can take to ensure that you are on the right track. Firstly, it is important to give yourself ample time to plan. This will allow you to choose the date, time, and location, as well as determine the specifics of how you want to propose. During this planning phase, it is also crucial to consider your budget and the type of proposal you want to create.

When it comes to the guest list, start by writing down the names of everyone you would invite if there were no limitations. From there, you can separate out your top-tier guests, or your must-haves, and work within your budget and venue constraints to invite as many others as possible. It is also important to remember that you should only invite people you truly want to be there and who bring you joy.

In addition to planning the proposal itself, you may also want to consider hosting a proposal party to celebrate with your loved ones immediately after the question is popped. This can be a wonderful way to share the exciting news and celebrate with those closest to you.

Choose a venue that's close to your proposal spot

Choosing a venue that's close to your proposal spot is a great way to keep things simple and straightforward. This is especially important if you're planning a surprise proposal party to celebrate your engagement. By selecting a venue that's nearby, you can easily suggest going there for a bite or a drink without raising any red flags. This will also make it more convenient for you and your partner to transition to the party after the proposal.

When choosing a venue, opt for a location that is familiar to both of you, such as your favourite restaurant or bar. This will make the transition even smoother and more natural. If possible, choose a venue with a private room, especially if you're planning a more intimate celebration. If your guest list is small, simply reserving a table for your crew will do the trick.

Keep in mind that the venue should be affordable and suitable for your event. If you're planning a larger gathering, consider choosing a venue with enough space to accommodate all your guests comfortably. Remember that the cost of the venue will depend on the number of guests, so creating a tight guest list is crucial to staying within your budget.

By selecting a venue that's close to your proposal spot, you can ensure a seamless transition to the celebration while keeping the planning process straightforward and stress-free.

Keep the guest list small

Keeping the guest list small for a wedding proposal can be a challenge, but it is definitely doable! Here are some tips to help you keep the guest list intimate:

• Limit the guest list to close family and friends: Start with your immediate family and closest friends, and work outwards. This could include parents, siblings, grandparents, and a handful of intimate friends. If you're struggling, create a "must-have" list of people you couldn't imagine getting married without.
• Be selective with plus-ones: You don't have to offer plus-ones to everyone. A good rule of thumb is to only allow plus-ones for guests in long-term relationships, and preferably those you have met before. This will help keep numbers down.
• Consider an adults-only event: If you're worried about managing a large number of children, consider making your proposal party adults-only. This can be a gentle way to reduce the guest list without causing offence.
• Be mindful of budget and space constraints: Every additional guest means extra costs for food, drinks, and venue space. Be realistic about what you can afford and the capacity of your venue. This will help you set clear boundaries for the guest list.
• Keep the guest list private: The more people who know about the guest list, the more pressure you'll feel to invite others. Keep the list between you and your partner. If you do share it, let others know that the list is final and you're keeping the event intimate.
• Don't feel obligated to invite everyone: You might feel obliged to invite people just because you were invited to their wedding or because you feel guilty. Remember, this is your special day. Only invite people who are truly important to you and your partner.
• Give yourself time to plan: The more time you have, the easier it will be to manage the guest list effectively. Start planning early, and give yourself at least a month to finalise the details.

Call each guest to invite them

Calling each guest is the best way to invite people to a proposal party. This way, you can be sure that your partner won't accidentally see an email invitation and spoil the surprise.

Prepare a Script

It's a good idea to prepare what you're going to say in advance. You could start by explaining that you're planning a surprise and that you'd like them to keep it a secret. Then, give them the details of the proposal party, such as the date, time, and location. You might also want to mention any dress code and let them know if you're planning any special activities or surprises that they need to be aware of.

Make a List of Guests

Before you start calling, make a list of everyone you want to invite. This will ensure that you don't forget anyone important and that you have a clear idea of how many people to expect. It's also a good idea to prioritize your guests, in case you need to reduce the number of invitations.

Choose a Convenient Time to Call

Be mindful of your guests' schedules when calling them. Try to choose a time when they are likely to be available and undisturbed. This could be in the evening after work or during the weekend.

Be Mindful of Your Tone

Remember to sound excited and happy when inviting your guests. Your enthusiasm will be contagious and will make them feel special for being included in this intimate moment.

Handle Declines Gracefully

If someone declines your invitation, don't take it personally. They might have prior commitments or other reasons for not being able to attend. Thank them for their time and let them know that you hope to celebrate with them another time.

Provide Additional Information

Be prepared to answer any questions your guests might have. For example, they might want to know about accommodation options if they need to travel or the dress code for the event. You should also let them know if there are any specific instructions, such as bringing a particular item or participating in a surprise for the couple.

By following these tips, you'll be able to effectively and enthusiastically invite your guests to be a part of this special moment in your life.

Include a virtual component

Whether due to COVID or other reasons, it's likely that some of your nearest and dearest won't be able to attend your proposal party in person. Here are some ideas for including a virtual component in your wedding proposal:

• Set up a virtual hangout: Have a friend or family member set up a laptop or tablet at the party with a video conferencing platform such as Zoom so that loved ones can participate in the celebration from afar.
• Send virtual guests goodies: Send decor, a bottle of bubbly, or other goodies to your virtual guests before the event so they can join in the fun.
• Ensure everyone keeps the surprise: Make sure everyone invited to the proposal party, both in-person and virtual, keeps the surprise under wraps!
• Consider time zones: If you have virtual guests joining from different time zones, try to choose a time that will accommodate most guests.
• Provide virtual guests with a way to interact: Send virtual guests the recipe for your signature cocktail or wedding favours so they can join in the toasts and celebrations.
• Create a virtual waiting room: Use a platform that offers a virtual waiting room so that guests can mingle and chat before the event starts, creating a more open and congenial atmosphere.
• Involve virtual guests in the ceremony: Ask online guests to participate by doing a reading during the ceremony, saying a blessing before the meal, or offering a toast or speech.
• Hire a professional host: Consider enlisting the services of a professional emcee to facilitate the evening, provide directions, and build audience engagement to bridge the physical distance.
• Include a virtual guest book: Even if your wedding is virtual, you can still have a guest book. Send out newlywed advice cards, recipe cards, etc. to your guests with pre-stamped and addressed envelopes so they can be mailed back to you and bound together in a book.

Delegate responsibilities

Planning a proposal party can be stressful, so it's a good idea to ask for help from loved ones. Family members and close friends will likely be excited to pitch in with planning and executing the event. Since you'll be busy with the proposal itself, you'll need to designate a point person to coordinate with the venue, gather the guests, and ensure the surprise goes off without a hitch. This role is perfect for a parent, a close friend, or relative—and it's great practice for a potential maid of honour or best man!

If you're feeling overwhelmed by the planning, don't shy away from asking for help. A proposal party is a team effort, and your loved ones will be thrilled to be a part of it. They can help with everything from sending invitations to setting up the venue and making sure everything runs smoothly on the day.

Remember, delegating responsibilities doesn't mean you have to give up control. You can still provide guidance and input on the party's theme, decorations, and guest list. Your helpers will be happy to have a clear direction, and you'll be able to focus on the most important part of the day—popping the question!

So don't hesitate to reach out to your support network and assign specific tasks to make the planning process more manageable. By involving your loved ones, you'll not only lighten your load but also create a memorable experience for everyone involved.

Frequently asked questions