Plan households, not people
Almost every guest list problem comes from listing individuals. Invitations go to households, catering counts individuals, and seating needs both. A list built on households and expanded to individuals handles all three; a list of names handles none of them.
| Field | Why it earns a column |
|---|---|
| Household name | What goes on the envelope |
| Address | Two mailings — save the dates and invitations |
| Guests in the household | The number catering bills you for |
| Side | Keeps the balance visible while you are still cutting |
| Tier | A-list, B-list, evening only — the field that makes cutting possible without re-reading every name |
| Plus-one? | Decided by rule, recorded once, applied consistently |
| Children? | Affects catering rates, high chairs and seating |
| Invitation sent | Date, so you know who to chase |
| RSVP | Yes, no, or no reply — three states, not two |
| Meal choice | In the same row as the RSVP, never a separate thread |
| Dietary and allergies | The information your caterer will ask for at the worst possible moment |
| Accessibility notes | Wheelchair space, hearing loop, step-free route |
| Table | Filled in last, after the deadline |
The B-list, done properly
A B-list is not rude if the timing is invisible. Send the A-list invitations at three months. As declines arrive, send B-list invitations immediately — anything posted more than six weeks before the wedding reads as a normal invitation.
What makes a B-list obvious is a late invitation, not a second one. Below about six weeks, do not send it.
Expected attendance
| Wedding type | Typical acceptance | Plan tables from |
|---|---|---|
| Local, most guests within an hour | 80–90% | About 85% of invitations |
| Mixed, some travel required | 75–85% | About 80% |
| Destination or long weekend | 55–65% | About 60% |
| Evening-only guests | 60–75% | These do not need a seat at the meal |
Those are the numbers to size a venue from. Sizing from invitations sent is how couples end up with two empty tables they have paid to dress.
Keep it all in one file
One row per household, expanded to individuals, with RSVP and meal choice in the same place.
Common questions
How do you organise a wedding guest list?
By household rather than by individual, with columns for household name, address, number of guests, side, tier, plus-one and children rules, RSVP status, meal choice and dietary notes. Invitations go to households and catering bills individuals, so you need both.
What percentage of wedding guests actually come?
Around 80–90% for a local wedding, 75–85% when travel is involved, and 55–65% for a destination wedding. Size the venue and the table count from expected attendance, not from invitations sent.
Is a wedding B-list rude?
Not if the timing is invisible. Send B-list invitations as declines arrive, and stop about six weeks out. What gives a B-list away is a late invitation, not a second round.
What should you track alongside the RSVP?
Meal choice, dietary requirements and accessibility notes, in the same row as the reply. Keeping them in separate email threads is how caterers end up with the wrong information a week before.