(Closed) How did you organize/estimate your guest list?

posted 8 years ago in Logistics
Post # 3
341 posts
Helper bee
  • Wedding: February 2008

wow, you are really organized!!!!I like the idea of hypothetical sections in the excel sheet. I just put down names, and if they had a plus one. if it was family, i wrote down parents names, and how many total from the family. We’re inviting kids though, so that made it a little easier to calcualte number totals.

I think you should be fine with your totals, I’ve got 180 on mine now, and hoping for 150.. I think I may try your headings and see what my tally comes to.

Post # 5
7777 posts
Bumble Beekeeper

I actually organized mine in an extremely similar way! I have a “definitely”, “most likely”, “maybe” and a “not” column.

As of right now, I have 31 in my definitely, 21 in my most likely, 9 in my maybe and 6 in my not, for a total of 67 people invited. We have 70 as a headcount with out caterer, so it looks like we’ll get some money back!

Post # 6
1269 posts
Bumble bee
  • Wedding: January 2011

My columns are

  • Name (Lori Smith, Lori Smith guest, Lori Smith kid)
  • Subtype (T Side, Fiance side)
  • Invitation (Y to 1st person in group, N to other in party)
  • Priority (A, B, C)
  • Likely Come (Y, N)
  • Caterer HC? (Y to adults, N to kids)

I then did pivot tables (I’m a dork) that showed all the information.  I’m able to see easily how many people will be invited, invites I need to make, and what number will probably be provided to the caterer.  I’ll use it to track invites sent and RSVP’s received.

Post # 7
295 posts
Helper bee
  • Wedding: June 2010

I’m using a Google spreadsheet—I set mine up to have places for main person’s name, SO’s name (we didn’t do plus ones for people not in serious relationships) and then kids, and had separate columns that tallied the adults and kids. Then I used a single column to mark people definitely coming, definitely not coming, and TBD. We did this early for the guest list, but I’m actually using it even more actively now that RSVPs are rolling in, so the time getting all the formulas set up was well worth it. I have a separate page that tracks tallies for each event and tells me how many people are yeses, how many noes, and what our potential “max” is (yeses + still to responds). I also track Out of Town rooms needed (also yeses + still to responds, minus people who told us they’re staying elsewhere—we have a Google form set up for RSVPs, and one of the questions asks where they’re staying). It was a lot of work upfront to set it all up—it also includes emails, addresses, names for address labels, gifts given, etc.—but has been soooo worth it, since I’ve used it to send people shower email lists, rehearsal dinner address lists, to get room counts for the hotel block, manage thank you notes, and more.

…yes, I’m a data dork! 🙂


[Oh, and on a side note, we’re also shooting for 110-120ish; we invited 200 total, about 30 of them kids under age 5. So far we’re at 75 percent yes with half of the responses back, but expecting that to come down to 60 percent or so once we have the second half. It skews very high to the in-town crowd—about half our invited guests, and almost all coming so far, as expected. The Out of Town group, most of whom are at least a five-hour flight away, have been about 50-50 so far, but that includes a lot of family so we expect that to drop.]

Post # 8
2344 posts
Buzzing bee
  • Wedding: June 2010

I think you should be good. 80% is usually a good percentage to go by, and 80% of 145 is 116.

We didn’t include whether or not we thought someone would come on our spreadsheet, but I will say I have been really surprised by who is coming and who isn’t! Already, we’ve gotten declines that would have been in the “decline” column, and accepts from those who we never would have expected. I think it evens out in the end!

Post # 9
5497 posts
Bee Keeper
  • Wedding: September 2010

I just e-mailed Future Sister-In-Law for her side of the guest list, and then added my side as I thought of people. Then I threw it on the knot and called it good. That’s where I put all the addresses and everything in. So really, I’m not as organized as you!

The topic ‘How did you organize/estimate your guest list?’ is closed to new replies.

Find Amazing Vendors