Guest List and RSVP — How to Collect Confirmations Without Chaos

The guest list is the foundation of the whole wedding — the first number everything else derives from. It decides venue size, catering cost, seating plan and number of invitations and place cards. Guest list chaos quickly becomes budget and seating chaos.

Module: Guests

Where to start the guest list?

1. List all candidates — no filtering at first.
2. Split into categories: bride's family, groom's family, shared friends, work, etc.
3. Set a limit — budget and venue have a ceiling.
4. Decide rules: do singles get "+1", are children invited.
5. Assign owner per family side (avoid duplicates).

When to send invitations and RSVP?

Save the date (optional): 6–12 months before — for guests from abroad or popular dates. Formal invitations: 2–3 months before the wedding. RSVP deadline: 4–6 weeks before — time you need for seating, catering and place cards.

What to collect for each guest?

• Full name (consistent with place card).
• RSVP status: pending / confirmed / declined.
• Plus-one and children.
• Diet, allergies, preferences (vegetarian, gluten-free).
• Accommodation and transport (if you organise).
• Notes: e.g. "can't sit at table 4".

Excel vs. Wedding Board — when to switch?

Excel works up to ~50 guests. Beyond that: duplicates, no sync between you, manual RSVP counting, separate sheet for diets, separate for tables. CSV import to Wedding Board takes a minute — and you immediately have a list linked to budget and seating.

How to close the guest list without drama?

Closing the list isn't "end of friendship" — it's the condition for catering, venue and place cards to get correct numbers. Set a hard date with your partner and hold it. Add-ons after deadline only with your approval — otherwise family keeps adding guests until the last minute.

1. Set RSVP deadline on the invitation (4–6 weeks before wedding).
2. After deadline: one reminder, then list closed.
3. Give caterer portion count + diet list within 48 h of closure.
4. Only then start seating plan — not before.