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Creating a wedding guest list is one of the most exciting yet challenging parts of wedding planning. Whether you're dreaming of an intimate gathering or a large celebration with friends and family present, deciding how many guests to invite requires careful consideration. To help you, we’ve put together a guide with practical tips for refining your guest list while staying within your budget and vision.
Photo: Trendphotography.ie.
Factors to Consider When Creating Your Guest List
1. Your Venue’s Capacity
Your wedding venue plays a major role in determining the number of guests you can invite. If you’ve already booked a venue, check its capacity and use that as a starting point. Wedding venues have a common habit of overestimating their maximum capacities, so make sure to get an understanding of how the banqueting suite would be set in such a scenario (e.g. number of guests to a table, what type of table used etc.) If you are at the opposite situation and are considering a smaller wedding, speak to your venue on ways to help capture that intimate atmosphere and feel.
2. Your Budget
The number of guests directly impacts your wedding costs. The obvious cost is the price per person for your wedding reception, but there can be an increase in indirect costs too associated with invitations, favours, décor and transportation etc. Determine your budget first, then calculate how many guests you can comfortably afford. Check out our blog on how to manage your wedding budget here.
3. Your Wedding Style
Consider the type of wedding you envision. An intimate wedding with close family and friends will have a very different guest count than a large, lavish celebration. Align your guest list with the atmosphere you want to create.
4. Family and Cultural Expectations
Weddings often involve family traditions and expectations. Be open about your guest list limitations and have discussions with parents or relatives who may expect to invite additional guests. Finding a compromise early on can help avoid stress and confusion (or family butting in!!) later.
Photo: Trendphotography.ie.
How to Build Your Guest List Based on Your Target Number
50 Guests or Fewer (Intimate or Micro Wedding)
A small wedding is ideal for couples who want a more personal and intimate experience. Prioritise your immediate family, closest friends, and key loved ones. It is important to communicate to people that you will be having an intimate affair, to help set expectations early and avoid disappointment. If you need to narrow it down further:
- Only invite those who have played an important role in your life.
- Exclude plus-ones unless they are immediately known to you or your partner.
- Skip extended family members you rarely see.
Extra Tip: For an intimate wedding, you can always invite additional guests to the wedding afters.
50-90 Guests (Small Wedding)
A small wedding still feels intimate but allows for a slightly larger gathering. Consider:
- Inviting immediate family, close friends, and a few extended family members.
- Including plus-ones for key guests like bridal party members and close friends/family.
- Keeping the guest list focused on those who will contribute to a meaningful experience.
90-150 Guests (Medium-Sized Wedding)
This is a balanced option that includes family, close friends, and colleagues. Tips for managing this number:
- Prioritise family members on both sides.
- Invite close friends and their significant others.
- Consider coworkers or distant relatives only if there’s room within your budget.
150+ Guests (Large Wedding)
A large wedding is perfect for couples with extensive families, social circles, or cultural traditions that call for a grand celebration. Tips for handling a big guest list:
- Start with immediate family and extend to more distant relatives.
- Include lifelong friends, work colleagues, and friends of the family.
- Use a tiered system: essential guests first, then add more as budget allows.
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Tips for Managing Your Guest List
Set Clear Rules – Decide from the start whether you will allow plus-ones, kids, or extended family invitations. These are important to set boundaries not only for yourself to follow, but also to communicate to immediate family members who may take it upon themselves to invite guests.
Create an A & B List – The A-list includes must-invite guests, while the B-list consists of people you’d love to invite if space allows.
Stick to Your Priorities – If budget is tight, prioritise guests who are truly part of your life rather than distant acquaintances.
Be Honest & Communicate – If someone questions why they weren’t invited, politely explain the limitations of your venue or budget.
Use a Guest List Tracker – Keep track of RSVPs and adjustments with a spreadsheet or wedding planning tool.
Final Thoughts
Your wedding guest list should reflect the people who matter most to you and your partner. While making tough decisions is part of the process, staying focused on your vision and budget will help you create the perfect guest list for your big day.
Still deciding on the perfect wedding venue for your guest count? Contact Lucan Spa Hotel today for expert advice on planning your dream wedding!