Planning a wedding is a big job in itself, but managing a large guest list only adds to the challenge!
From tracking RSVPs to creating your seating chart, the most simple wedding planning tasks can feel overwhelming when catering to 150+ guests. But don’t let the size of your guest list overwhelm you – because with the right tools, you can make the process much easier.
Read on as we share our tips for managing a large guest list and ensuring your special day goes off without a hitch.
Make Sure The Venue Can Fit Your Guests
One of the most important aspects of managing a large guest list is ensuring your chosen venue can actually accommodate everyone!
Before finalizing your guest list, visit potential venues to check their capacity and layout for both seated and cocktail weddings. You’ll want to consider factors such as floor plan arrangements, dance floor space and accessibility for your guests. You can also ask the venue to send through images from previous weddings with a large guest list to see how they configured the space.
It’s essential that your venue can handle the number of guests you’re inviting to ensure your loved ones have a comfortable experience, without feeling cramped.
Have a Plus-One Policy
When dealing with a large guest list, it’s important to be clear about your plus-one policy to avoid any unwanted surprises!
Decide in advance whether you’ll be allowing guests to bring a plus-one, and if so, under what circumstances (for example: those who are in serious relationships or married).
Check out our guide on exactly who needs a plus-one for your wedding here.
It’s also a good idea to communicate this policy on your invitations and wedding website to prevent any confusion. By setting these guidelines early on, you can manage your guest count more effectively.
Use Online RSVPs
Let’s be honest – managing RSVPs for over 150 guests has the potential to be a logistical nightmare!
If you have a large guest list, we’d highly recommend opting for online RSVPs to streamline the process. Not only can your guests respond quickly and easily, it also saves you both time and reduces the risk of lost responses.
Here at WedSites, our online RSVPs will automatically update your guest list database as responses come in. This means you can easily track attendance (along with other details like dietary preferences and meal selections) in one convenient place.
Go Digital With Guest List Management
Managing a large group of guests can be hard work, especially when it comes to tasks like creating your seating chart.
Our digital guest list manager allows you to sort guests into different households and categories (such as immediate family, extended family, work friends or college friends) making it easy to assign seating arrangements based on existing relationships.
You can also export your guest list at any time to share with other vendors such as your wedding planner or caterer.
Check out our guide on how to manage your guest list with WedSites here.
Create a Wedding Website
A wedding website is a fantastic resource for any couple, but even more so for those with a large guest list!
Creating a wedding website will further simplify the guest management process by providing your loved ones with all of the information they need in one central place. By including the essential details (such as venue directions, accommodation tips, shuttle bus schedule and gift registry links) on your wedding website, you won’t need to worry about fielding questions from multiple people.
A wedding website also provides a way to share group updates instantly, ensuring everyone is informed about last-minute changes.
Have a Plan to See Everyone
With a large guest list, it can be challenging to spend quality time with each guest. To help you make the most of your time with everyone, consider implementing some of the following strategies:
- Plan a first look. Not only does a first look give you a quiet moment to connect with your partner, it also frees up more time during cocktail hour and reception to mingle with your guests.
- Do a receiving line. Planning a receiving line after the ceremony means you and your partner can personally greet and thank each guest.
- Conduct table visits: During the reception, make it a point to visit each table briefly. This way, you can greet everyone without taking too much time away from the celebration.
- Host a welcome dinner. Hosting a welcome dinner the night before the wedding is a great way to spend time with your closest family and friends in a more relaxed setting, especially if you don’t get a chance to chat with everyone on the day.
- Have a recovery brunch. Similarly, planning a post-wedding brunch allows you to catch up with guests who traveled from afar and extend the celebrations a little longer.
We know planning a large wedding can be daunting, but with these tips it doesn’t have to be! Need some more wedding planning tips? Check out our ultimate guide on how to project manage your wedding!
