Weddings > Katie's Wedding Planning Blog > Guest List 101
Guest List 101
I am convinced there is only one way to keep your Guest List organized: on an Excel Spreadsheet. Here are some basic steps to follow:
- You'll want to categorize your guests into groups such as Groom's family, Bride's family, friends, work, neighbors, etc. This will help ensure you don't forget anyone.
- I recommend listing families or couples that live together on the same line item. For instance, you may list husband and wife duo, "Jon and Cindy Brown" on the same line because they will receive one invitation at one address. The number of line items will eventually act as your count for save-the-dates or invitations once it's time to order.
- Important: alphabetize from the start! At some point, you will need your list alphabetized so this will get you a step ahead. It can look something like this:
Brown, Jon and Cindy - Next, include a column for the purpose of counting how many guests are invited. For example:
Brown, Jon and Cindy2 - Do you intend to include children at the reception? Due to the fact that most caterers charge only half-price for children, there should be two columns reflecting guest count: one for Adults; one for Children. Eventually, you'll need to check with your caterer as to what ages they allow this reduced rate, but the average is ages 3-12. Please note that children age two and under are usually free of charge. If the Brown couple has three children, your list will look like this:
Brown, Jon, Cindy and family 2 3 - The part that couples put off the longest are addresses. Listing addresses are not crucial in the beginning planning stages but it will soon be necessary in order to mail your save-the-dates or invitations. Why wait? I suggest putting them in your spreadsheet as soon as possible so you aren't scrambling last minute when envelopes are sealed and ready to go.
- As the planning progresses, you may add more guests to your list. Consider a column for those under 21, which could bring your beverage fees down. Consider a column for Entrée if you are giving guests the option (Ex: Chicken, Fish, Vegetarian). Consider a column for other wedding-related events such as the Rehearsal Dinner or the morning-after Brunch.
Expect Complications
In most families, parents expect to have their own list of invitees, in addition to the bride and groom's list. After all, they are just as excited to "show off" their children and delight in the festivities. It is important to be considerate of their requests, especially if they are hosting your wedding. However, when your soon to be mother-in-law is inviting 50 more people than you would like (and they could be strangers to you and your fiancé!), you might have to gently ask her to reduce her list. An easy explanation would be that finances are tight or the desired location cannot squeeze in the extra attendees. When dealing with any family complications, it's helpful for you and your fiancé to be on the same page and address the issue together. Consider it to be good practice for marriage!
