(Closed) Number of Guest Invited vs. Final Guest Count

posted 11 years ago in Logistics
Post # 32
Member
3282 posts
Sugar bee
  • Wedding: November 2009

Your estimate is pretty on par to what our wedding ended up being…invited about 85 and ended up with 65.

Post # 33
Member
407 posts
Helper bee
  • Wedding: April 2010

Oh no…typically your venue doesnt require a final count until 2 weeks or so before the wedding, so by then you should know. Now as far as deposits, I would recommend you book at the lowest number and then just pay the difference if it exceeds. But in either case, if your venue can only hold 200 people….its russion roulette inviting 250 and HOPING 50 don’t show up. Your declines will be related to distance guests have to travel, holidays, etc

Post # 34
Member
79 posts
Worker bee
  • Wedding: October 2010

ok so now what happens if i invite 50..35 say they can come..then on the wedding day 40 show up?

 

or what happens if 50 are invited…40 say yes…35 show up?

 

1.) what happens with the first scenario regarding the venue? what if we can’t pay for them THAT day? how do we prepare for that :-/ and should i say something to them like “wow its a surprise seeing you here since you responded no to the invite.” like it would have been polite of them to at least call me and let me know.

 

2.) now what happens with the second scenario regarding the no shows? isn’t that rude? i mean if they can’t make it because of something terrible happening (a death or serious illness i wouldn’t be mad) but if they just didn’t show up because they never really knew for sure if they could afford it but thought maybe so ill just say yes, then what?

 

can someone message me this?? i’m having a wedding in california (where we live) but our families live in oklahoma, pa, nj and other random states that requires them to drive. thanks!

Post # 35
Member
407 posts
Helper bee
  • Wedding: April 2010

Ha..and you know each one of those scenarios WILL happen…it always does…some will say yes, and not show….some will say no…and show….and some will even bring guests that you did not account for! As far as food, most venues prepare at least 10% more than you tell them….if it’s a seated dinner or buffet, you can’t really get by with telling them less guests than expected because everyone has to have a seat right?

Our wedding is in Texas and we have people coming from all over the country as well. The greater the distance, they may not come, unless they are very close to you…the economy will also play a factor. In our case, it seems like since we gave everyone an early notice (we have a year and a half long engagement and sent out save the date magnets 7/8 months in advace, people had a LOT of time to prepare).

Hope this helps!

Post # 36
Member
2025 posts
Buzzing bee
  • Wedding: November 1999

Invited 186, had exactly 160 show. 

Post # 37
Member
2015 posts
Buzzing bee
  • Wedding: August 2009

We invited about 100, and had 73 guests (including ourselves).

When our Save-The-Date Cards went out, the buzz from our friends and parents was that everyone was coming. Our preliminary guest list was looking to be 90-95! As the wedding got closer and closer, this didn’t drop. When we started getting our RSVPs back, people were dropping like flies: long-term illnesses/surgeries, family problems, surprise vacations, etc. We were actually kind of happy in the end, because we came in under our total budget (we budgeted for 100, just in case).

Post # 38
Member
79 posts
Worker bee
  • Wedding: October 2010

lol! thank you! that does help. we are inviting about 50 but i know not that many will come so if 30 rsvp yes i’ll just tell the venue 35 to be safe. idk lol ahh!

Post # 39
Member
1232 posts
Bumble bee
  • Wedding: May 2009

We invited 100 and we have 97 rsvp’d guests! Some invited guests said no, and some rude invited guests rsvp’d with uninvited guests.

Post # 40
Member
447 posts
Helper bee
  • Wedding: April 2010

If I were able to do it again, I wouldn’t have sent Save-The-Date Cards to so many people, because even though we’ll probably be ok with numbers, it occasionally makes my stomach clench.  We sent 160 Save-The-Date Cards with a venue that maxes out at 150, and since then the guest list has swelled a little, to 168.

In the end, I think it’ll be okay.  The venue manager has told us that in a pinch, they can squeeze in 160, and we’ve already had some nos.  Even with an 88% yes rate, we’ll be under 150.  But personally, I wish I had:

1. Sent out fewer Save-The-Date Cards.  Out of towners and super close friends only.  There are a few people I sent Save-The-Date Cards to that now, if push came to shove, I would be ok with cutting and now I can’t.

2. Sent out 150 invites three months out.

3. Send out the rest of the invites only as nos trickled in.

Maybe it would have been wonky and annoying, but not having these freak-out moments I have now would be so worth it!  Oh well.

 

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