Building the guest list and tracking RSVPs
A simple way to agree the list across two families, count each event separately and get final numbers on time.
Why the guest list comes first
Nearly every big decision depends on numbers: venue size, catering, transport, rooms and favours. Until you have a working guest count, quotes are guesses. Draft the list early, even if it changes later.
Use tiers
Ask each side of the family to sort names into three tiers. Tier one: people the wedding cannot happen without. Tier two: people you very much want there. Tier three: people you would invite if space and budget allow. When numbers need to come down, you cut from the bottom tier instead of reopening the whole list.
Count every event separately
Some guests will come to some events and not others. Keep one row per household with a column for each event, and the number of people from that household attending it. The total for each column is the number to give that event’s venue and caterer.
- Count children separately; caterers and venues may count them differently.
- Mark outstation households, so you know who needs rooms and transport.
- Note elders and anyone who needs step-free access or a quiet seat.
- Add vendors and helpers who will eat at the event, if your caterer counts them.
Track RSVPs by household
Chase replies by household rather than by person: one call or message per family. Give a clear reply-by date on the invitation, then follow up a week after it. If your caterer’s contract sets a deadline for final numbers, work back from it.
The timeline generator adds RSVP and final-number tasks at the right points for your date and guest scale.
Keep personal details safe
A guest list holds names, phone numbers and addresses. Share it only with the people who need it, such as the person sending invitations or the hotel holding rooms, and avoid posting full lists in large group chats.