Q&A: How to Organize a Guest List
Courtesy of Papers Facebook
He popped the question. Now what? Time to start planning! Judith Carroll of Papers in Newport, RI, explains how to stay organized when getting ready to send out your invitations.
When should I start planning my guest list?
The guest list is the very first thing a couple should plan, Carroll says, so it should be done a year in advance. A head start is crucial because you’ll need a count for your caterer and for your “paper wardrobe,” or all your Save the Dates, invitations and response sets.
My guest list is out of control! How do I start to trim it down?
People who you haven’t seen in a year should not be on the list. If your guest list is still too long after that, Carroll explains a scenario that will make the planning easier: If there are 100 guests, the parents of the bride and groom each invite 25 of their own guests. The couple decides the remaining half of the guests. Depending on who is paying for the wedding, the numbers may need to be tweaked. If only the bride’s family is paying, they may have a few more allowed invitees than the groom’s family. Each couple’s circumstances will be different.
What are some good tools I can use to manage my planning?
The best tool, and one more and more brides are using, Carroll says, is likely already programmed into your computer. Microsoft Excel, or similar spreadsheet-based programs, make tracking information and RSVPs more streamlined. Carroll gives her brides an etiquette sheet with tips and tricks, like how to write names on invitations and what symbols or phrases to avoid.
What information do I need about my invitees?
A correct home address and a phone number are the two most important, Carroll believes. Usually, there are about 10 people who will not respond to invitations. Papers offers a special service that ensures the bride is the star of the show. “We call people who have not responded,” she says, so neither the bride nor the family has to worry.
Courtesy of Papers Facebook
I have my list, but how do I pick my invitations?
Brides go to Papers prepared with their wedding colors and a font style they’ve always loved and pick their invitations from Carroll’s selections—she has hundreds of invitation styles. A traditional bride loves block fonts, Carroll says, but a script looks beautiful on wedding invitations, too.
Once the invitations are sent out, what’s the final step?Make sure your Save the Dates have been ordered nine months in advance of the wedding date and your invitations are ordered six months in advance. Use your Excel spreadsheet to track RSVPs and stay organized.
Happy planning!
