SposiamociHow to organise your wedding guest list
Felice Caricati · · 2 minute read
In short
A guest list comes together in three passes: first every name with no filter, then the cuts based on budget and venue capacity, and finally a count by people rather than by invitations. Keep one row per household (a family, a couple) with the number of people, and update each status as replies come in.
Start with a list without filters
Each of you writes down every name that comes to mind, then you merge the two lists. Cutting comes later: if you cut while you write, someone gets forgotten.
Split the names into groups (one family, the other family, friends, colleagues). It helps with the numbers and later with the seating plan.
One row for each household
Invitations go to a family or a couple, so one row per household with the number of people next to it works best. “The Rossi family, 4 people” is easier to manage than four separate rows, and you get the total by adding up the column.
- Name of the household or person
- Number of people, children included
- Email or phone for reminders
- Notes: dietary needs, table, who is coming with whom
Making cuts with a rule
When the total goes over the budget or the venue’s capacity, pick a rule and apply it to both families, for example only the closest colleagues, or no plus-ones for guests who aren’t in a settled relationship. When an aunt asks why a cousin isn’t invited, you will have an answer that applies to everyone.
Keeping track of replies
Each row has a status that changes over time: to hear from, coming, maybe, not coming. The caterer needs the number of people, so add up that column rather than counting rows.
On Sposiamoci the guest list lives in the dashboard and can be imported from an Excel template. When a guest replies on the website, the list suggests which status to update and you apply it with one click.
When to close the list
The list is really closed only when the caterer asks for final numbers, usually two or three weeks before. Until then, leave undecided guests as “maybe” and write to anyone who hasn’t replied a few days after the RSVP deadline.
Frequently asked questions
- How do you make a wedding guest list?
- First write down every name with no filter, then cut based on budget and venue capacity, and finally count people. Keep one row per household with the number of people next to it.
- How do you cut a wedding guest list fairly?
- Pick one rule, such as only close colleagues or no plus-ones for guests who aren’t in a settled relationship, and apply it to both families.