The Guest List: Why It's So Important + How To Make It Better
Your guest count is the most important decision of wedding planning.
I cannot stress this enough---I mean that’s why it got it’s own Blog Post.
That number will constantly come up when searching for venues, selecting a caterer, determining rentals and is the difference between an executive minibus or a midsize coach. Early in your engagement, sit down with your partner and talk about all the people who you love. Think family, chosen family, sweet friends and your ride or dies--everyone who has helped you and your love get to this point and create the spreadsheet. This spreadsheet can be as detailed or as minimal as you care to make it, but the following are my must-haves to make your life easier when planning your day:
The obvious
Names + Additional Guests: This gives you a starting number as you look for venues and determine a budget. You and your partner can expect to pay anywhere from $40-$60 per head for just food and rentals depending on type of service and add ons. With that in mind, figure out what will be most comfortable you both and don’t be afraid to be ruthless.
Phone Numbers + Email Addresses: I don’t expect anyone to know 200 addresses without some research. Use phone numbers, email addresses and even social media to send a Google Form to collect addresses and other contact info. Going paperless? Then the work is already done.
RSVP Tracker: Keep track of your “joyfully accepts” and “sadly declines”. Plus, follow up with those who can’t seem to understand deadlines.
The not so obvious
Roles: Honorary bridesmaids or groomsmen? Designated “ring security”? Official wedding pie baker? This section will denote those involved in the wedding party and their titles as well as those who contribute in their own way.
Travel Distance: Make note of all your out of town guests; it gives you an idea of how many hotel blocks you may need, the size of your rehearsal dinner and shows you if you need to chat about transportation
Gifts/Thank You Notes: Showers, parties and goodies delivered throughout your engagement and wedding day can get overwhelming. Add a section to account for gifts and the all important (and southern tradition) Thank You Note.
The Little Things: Keep track of guests under 21, expectant and new mothers, major dietarty restrictions, as well as children who may opt for chicken nuggets over braised short ribs--this will allow your vendors to make the necessary accommodations for those guests. Also make note of those who have any accessibility issues, have sinsitivity to stimuli, hearing / vision impairments or any other needs. The more your planner knows about your guests the better. It helps us navigate your day and make the best decisions on your behalf. So, if Uncle Lou sees any microphone as an invitation for karaoke or if your cousin-once-removed has a middle school grudge on a member of the wedding party-let us know!
the goods
To help you get started, Hosea House Collective has created a Google Sheet Template!
Still need a little extra help? We are always looking for easy going, head-over-heels-in-love couples to help their wedding dreams become reality. Drop us a line here.
