Wedding Guest Count: How to Size Your List and Keep Costs in Check

Planning a wedding in Bristol? One of the first things that pops up is the guest list. Too many people and the venue feels cramped; too few and it feels empty. The good news is you can lock down a solid number without endless stress. Below are the steps most couples use to nail their guest count and keep the budget realistic.

How to Decide the Right Number of Guests

Start with the people you can’t say no to – immediate family, close friends, and anyone who really matters to you both. Write their names down, then add a column for "plus one" only if you know they’ll definitely bring a partner. If you’re unsure, leave the plus one blank for now.

Next, think about the venue size. A small church or boutique hall might comfortably hold 80‑100 guests. A larger hotel ballroom can stretch to 200. Most venues give a square‑foot per guest rule – use it to check if your list fits.

Don’t forget the wedding party. Groomsmen, bridesmaids, parents, and any special roles (like a flower girl) count toward the total. Add them early so you don’t have to squeeze them out later.

Once you have a rough list, set a “cap” number. This is the maximum you’re willing to invite. It helps you make quick decisions when you get new name suggestions. If someone asks to be added and you’re at the cap, politely explain you’re keeping the count limited.

Budgeting Per Guest: Simple Math

Now that you know how many people you’ll likely have, break down the major costs per guest. Here’s a quick formula many use:

Total Budget ÷ Guest Count = Cost Per Guest

For example, if your total budget is £10,000 and you expect 100 guests, you have £100 per person to work with. That £100 covers food, drinks, seating, décor, and even a tiny slice of your cake cost.

Use that number to compare venue quotes, catering menus, and entertainment options. If a venue charges £120 per head, you’ll need to trim elsewhere or lower your guest count.

Don’t forget RSVPs. Send them early and set a clear deadline. When the deadline passes, follow up with anyone who hasn’t replied. The sooner you have solid numbers, the easier it is to lock in contracts and avoid surprise fees.

Another tip: create a buffer of 5‑10% for unexpected guests or last‑minute changes. If your list is 90, plan for 95. That extra space prevents you from scrambling for extra plates at the last minute.

Finally, track every expense in a simple spreadsheet. List each item, its cost per guest, and the total amount. Seeing the numbers side by side makes it clear where you can cut or where you might splurge.

Balancing the guest count and budget isn’t magic – it’s about clear rules, early RSVPs, and a bit of flexibility. Stick to the steps above, and you’ll end up with a guest list that feels right and a budget that doesn’t explode.

Ready to start? Grab a notebook, write down the must‑invite names, set your cap, and run the per‑guest math. You’ll have a solid plan before the next coffee date with your partner.