Wedding Guests: List, RSVP, Budget & Seating Tips

Planning a wedding means juggling a lot of details, and the guest list is usually the first big puzzle. Too many people and the budget blows up; too few and you risk hurting family feelings. Below you’ll find clear steps to get the numbers right, ask guests to RSVP the right way, and keep costs under control.

Build a realistic guest list

Start with the people you absolutely must invite – immediate family, close friends, and any partners they’ll bring. Write those names down first; they set the floor for your total count.

Next, add the “nice‑to‑have” group: cousins you see at holidays, work mates you’ve chatted with, and friends you rarely see. For each name, ask yourself if you’d feel awkward leaving them out. If the answer is yes, keep them; if not, consider cutting.

Once you have a raw list, count how many people each invitation covers. A single invite for a couple counts as two, but don’t forget kids under a certain age – many couples treat them as free guests. Add these numbers up and compare to your venue’s capacity and budget ceiling.

If the total is higher than you can afford, start trimming. Look for “plus‑ones” that aren’t essential, or groups you can share a table with. Some couples move distant relatives to a separate reception or a casual brunch to reduce costs while still honoring them.

RSVP etiquette and budgeting per guest

Ask guests to RSVP early – usually three weeks before the deadline. The earlier you get a firm headcount, the better you can lock in catering prices, which often depend on final numbers.

Make the RSVP process simple. Include a reply card with a pre‑paid envelope, or give a clear link to an online form. If you’re using a website, set a reminder email a week before the deadline.

When budgeting, break down costs per guest. Typical categories are food, drink, tableware, and a share of the venue fee. For example, if your total food budget is £5,000 and you expect 120 guests, that’s about £41 per plate. Add drinks and extra fees to get a realistic per‑person figure.

Knowing the per‑guest cost helps you decide where to splurge and where to save. If you love a fancy three‑course meal but the per‑person price is high, consider cutting back on décor or opting for a simpler cake to keep the total under control.

Finally, plan your seating. Group guests by relationship – family together, friends together – and keep couples side by side. Use a spreadsheet or a free seating app to move names around without reprinting anything.

Stick to these steps and you’ll avoid surprise costs, keep the guest list balanced, and make sure everyone feels welcome on your big day.