Guest Management is arguably a huge part of wedding planning that engaged couples find the most challenging. Besides reaching out to them to get their response, there is still much to be done to ensure the actual wedding invite goes to them correctly, that their dietary requirements are conveyed to the food provider and not to mention ensuring you have accounted for each and everyone of them!
How and where do you even begin with this arduous process? In this article, let us go through what you need to manage your guest lists efficiently!
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Guest List
Before you confirm your wedding venue, you should have your guest list ready to know what type of venue space and size you would require. This should be an initial guest list of people you intend to invite.
We highly recommend separating your guest list into A-list, B-list, C-list and so on. A-list should include all the people who are important to you and whom you absolutely want to attend the wedding. The next list, B-list, should comprise of people who are important but not as important as those on A-list. When you first send your “Save the Date” to those on the A-list and you receive their initial response, those who can’t make it will give you room to invite those on your B-list. The idea is to invite your must-have guests first before extending your invite to those on your B-list and then subsequently C-list.
Save the Dates
Save the Dates are important for you to inform your guests on your wedding dates before the actual invitation is sent out. Save the Dates are commonly digital versions sent via Email or messaging apps such as “WhatsApp”.
What information should be on your Save the Dates?
- Most importantly the wedding date!
- Country of Wedding
This is especially important if you have guests from all over the world and who needs ample time to plan for travel dates and visa applications. - RSVP link to direct guest to input their response on your wedding website OR contact number if you’re collating guests responses manually
On RSVPs website, look at our Guide to setting up your wedding website to get started on your very own rsvp portal!
Invitation Cards
Invitation Cards are sent out about 2 months before the wedding for local guests, and about 3 to 4 months before if you have guests traveling from overseas, to inform your confirmed list of guests on the final details of the wedding, as well as to ask for a final RSVP in case there has been changes in the guests’ schedule.
Invitation are commonly printed copies, but increasingly couples have been opting for digital versions for convenience, as well as to be more environmentally conscious!
What key information should be on your invitation?
- Wedding Date and Time of event(s)
- Wedding Venue
- Dress Code
- Any parking information or instruction that needs to be conveyed
- RSVP link/ contact number if you are collating manually
- RSVP deadline
Final RSVPs deadlines are crucial to be set 1 month before your wedding, as that is when you will be meeting your venue/catering manager before the wedding to confirm the banquet event order.
For final RSVPs, reconfirm with your guests if they have any dietary requirements you need to take note of. For couples hosting a western-style dinner where guests can choose between two types of mains, now’s a good time to check with guests on their choices so the catering team can prepare for the necessary on their end!
Feature image – Wedding of Desmond & Patrina | Photo by Papypress