One of the most important (and occasionally stressful) parts of wedding planning is creating your guest list for the big day. 

Unfortunately, it’s not as easy as jotting down some names and being done with it. It’s all about balancing your budget, venue capacity, and family/friend dynamics. But don’t fret–creating the perfect guest list doesn’t have to be overwhelming. It can be a fun project to undertake with your future spouse.

Read on for a step-by-step guide so you can create a wedding guest list that is perfect for you. 

How to Create a Wedding Guest List

First, some basics about wedding guest lists and final counts.

1. The more people you have at your wedding, the more expensive it will be. 
2. A good rule of thumb is to estimate about 80% of your invited guests will attend.
3. You want to get started on your guest list ASAP because it will play a big part in choosing your venue, selecting a caterer, and eventually designing your wedding floor plan.
4. Some of your invited guests will not RSVP. You’ll have to chase them down. 

OK, let’s talk about making a wedding guest list step by step.

1. Create a Rough Draft

Before diving into the specifics like venue size or budget, start by creating a list of people that you would like to attend your wedding. This should be done with your future spouse and should include friends, family members, coworkers, childhood friends, mentors, and of course, the wedding party. 

Both you and your spouse should make separate lists and write everyone down without restrictions.

Think big here. Whether you end up inviting everyone on your list or trim the number of guests, it’s a good opportunity to see where your lists overlap. 

2. Determine Your Budget

Once you have your rough draft, the next step is to define your budget. The guest list will be the biggest factor in the final cost of your wedding from food and beverages to invitations and favors. Be realistic with what you can afford and prioritize the areas that matter most to you.

If you’re working with a smaller budget, keep in mind that some of the most expensive aspects of a wedding is the per-person cost. If you reduce your guest list, you can spend more in other areas like decor, photography, and entertainment.

3. Consider the Venue

The capacity of your venue is another important factor when it comes to your guest list. Before finalizing your guest list, discuss with your venue about their max numbers. Some venues are flexible but others have strict limits for safety reasons.

At Kendall Point, we can comfortably accommodate weddings anywhere from 50 to 400 guests! It’s all about the layout. 

4. Break It Down by Categories

Organizing your list and breaking it down into categories is a superb way to trim it down.

• Immediate family
• Extended family: Aunts, uncles, cousins, and family friends might fall into this category.
• Friends & Coworkers
• Plus-ones: For certain guests, especially those who are single, consider whether they should get a plus-one.

When you categorize guests in this way, it’s easier to determine who is essential and who may be considered optional. This is especially helpful when you’re trying to reduce your list.

When it comes to budgeting and your guest list, don’t forget to include the venue and catering staff in the final meal count for your caterer.

5. Establish Guest List Rules

This is when you spend time with your future spouse and if either set of parents are contributing financially you might want to include them too. 

• Should you invite children or is it adults only? 
• Should you extend plus-ones to all single guests? 
• What about distant relatives?
• Are you inviting friends of your parents or not? 

Establishing these guidelines helps to streamline the process and avoids arguments later on.

6. Prioritize by Relationships, Not Numbers

Instead of focusing on splitting the guest list evenly between your families, consider prioritizing your guests based on your relationships with them. Ask who you and your partner feel most connected to and these should be the people to share your wedding day with.

Begin with non-negotiable guests, then the second tier, then extended family or distant friends. 

This type of approach helps you focus on the people who truly matter to you rather than getting caught up in being fair with an equal division between family or groups. 

7. Start Making Cuts

Now comes the difficult part—sizing down your list. If you’re working with a smaller budget or venue capacity, you’ll need to make cuts. Start with your B-list, the guests who are nice to invite but aren’t essential to the happiness of your wedding day.

Some other common ways to trim your list include:

• Limiting plus-ones to guests who are in long-term relationships or married.
• Cutting children from the list unless they are immediate family or in the wedding party.
• Trim extended family if the count is still too high.

If you have to make tough decisions, focus on the guests who will make your day feel the most special. Think of the support you’ve received during your relationship and who would make your day wonderful because they’re there.

You can also create a backup list of people to be invited if you hear from some family and friends early on that they won’t be able to make it. 

8. Send Out Save-the-Dates and Invitations Strategically

Once you have your final list, it’s time to send out those save-the-dates and invitations. The save-the-dates should go out six to eight months before the wedding and invitations go out about eight weeks before. 

9. Be Prepared for RSVPs

Once you send out your invitations, be prepared for a mix of RSVPs. Some people may decline due to prior commitments and others will enthusiastically accept.

Keep a record of your RSVPs as they come in so you can provide an accurate headcount to your venue and caterer. It’s also a good idea to have a few extra spots in case you receive late RSVPs from people you forgot to include.

10. Don’t Forget About Logistics

Don’t forget to consider the logistics of your guest list. 

For instance, will your venue have the parking needed? Will any of your guests need assistance getting around the venue? Will some guests need gluten-free or vegan food options? 

These are all questions that should be factored into your guest list decisions.

Celebrate With the People Who Matter Most

Because it directly affects your wedding budget, your guest list should be handled thoughtfully. By creating a list, considering your budget and venue, and making smart cuts when it’s necessary, you’ll have your perfect list in no time.

Whether your wedding is an intimate gathering or a large celebration, keeping the focus on what’s most important will ensure that your guest list feels right.

Planning your guest list is just one step toward creating your perfect day at Kendall Point. Our stunning views and enormous venue help curate a well-planned celebration. Give us a call today to book a tour so you can begin imagining your wedding in our space.