Wedding Guest List Manager
Manage your wedding guest list with RSVP tracking, dietary requirements, table assignments, and plus-ones. Filter and sort your full guest list.
Total Invited
3
Accepted
1
Declined
1
Pending
1
Plus Ones
0
Dietary Requirements
Filter & Sort
Guests (3)
| Name | Side | Type | RSVP | Plus 1 | Dietary | Table | Actions |
|---|---|---|---|---|---|---|---|
| Emily Chen | Mutual | Evening Only | declined | - | vegan | - | |
| Michael Smith | Groom's Side | Day Invitation | pending | ✓ | vegetarian | 2 | |
| Sarah Johnson | Bride's Side | Day Invitation | accepted | - | - | 1 |
What This Tool Tracks
Each guest entry stores eight pieces of information: name, side (bride/groom/mutual), invitation type (day or evening only), RSVP status (pending/accepted/declined), plus-one (yes/no), dietary requirement, dietary notes, and a table number. You can filter the list by RSVP status or invitation type, and sort by name, side, or RSVP. The whole list saves to your browser, so closing the tab won't lose it.
The split between day and evening guests matters more than couples often realise. Most UK venues charge per head for the wedding breakfast (£60-£140 per cover for 2026 prices), so day guests are your largest cost. Evening-only guests typically only get drinks and finger food, around £15-£30 per head. Tracking who is on which list lets you see the real catering bill before the RSVPs come in.
Handling RSVPs in Three Stages
Send invitations 8-12 weeks before the wedding for a UK ceremony, 16 weeks for a destination wedding. Set your RSVP deadline 4-6 weeks out so you have time to chase non-responders before the venue needs final numbers (most ask for confirmed headcount 14 days before). Track everything in the Pending column until you get a definite yes or no.
Roughly 10-20% of invited guests will decline. The figure climbs to 25-35% if you're inviting from across the country, have a midweek date, or it's a destination wedding. Plan a B-list of evening guests you can upgrade to day if you have catering spare after the first round. Keep this list separate; sending B-list invitations after the first wave is fine, sending them visibly less than 6 weeks out is awkward.
Catering Headcount Categories
| Field | Why It Matters | Common Slip |
|---|---|---|
| Day vs Evening | Day guests cost 4-7x more per head | Friends-of-parents added late as day guests |
| Plus-One | Each plus-one is a full per-head cost, not half | Counting plus-ones as confirmed before they're named |
| Dietary Requirement | Venue charges may differ for special meals | Late dietary changes after the deadline |
| Table Number | Drives seating chart and stationery print run | Editing the chart after place cards have been printed |
| RSVP Status | Final number locks venue and caterer charges | Marking 'probably yes' as 'accepted' too early |
Dietary Requirements and Allergies
Standard categories are vegetarian, vegan, gluten-free, dairy-free, and nut allergy. The dietary notes field handles edge cases ("no shellfish", "low FODMAP", "halal please", "two-year-old, needs simple food"). Your venue or caterer needs the full breakdown 10-14 days before the wedding, with allergy information separated clearly so the kitchen can avoid cross-contamination.
Pair this with the [Wedding Seating Planner](/wedding-seating-planner) once you have most RSVPs back; it uses the same table numbers and dietary tags. The [Wedding Budget Calculator](/wedding-budget-calculator) uses your final headcount to project remaining costs. For the running countdown, the [Wedding Countdown](/wedding-countdown) gives a single date-aware view of how many weeks remain until each milestone.
Frequently Asked Questions
Can I split the list between bride's and groom's families?
Yes. Each guest is tagged bride, groom, or mutual when added. You can filter the list to see just one side, which is useful when one family is paying for a portion of the day or when you're discussing cuts to make budget. The mutual tag is for friends or relatives both partners share, which prevents a tug-of-war over who claims them.
How do I handle a guest who hasn't RSVPed?
Phone or message them once at the 2-week-before-deadline mark. If they haven't responded by the deadline itself, mark them as declined and reassign their seat. Most venues will not give you a refund for a no-show but will charge for the meal you ordered. You're better off losing a possible attendee than over-catering by 8 covers because you assumed five families would show.
Should children get their own invitation?
If you're inviting them, yes - their names should appear on the invitation alongside their parents'. If you're not inviting them, the invitation is addressed to the parents only and you may want to mention this gently when sending. Children under 12 typically eat a children's menu at half adult cost. Children of guests who travel from far away are harder to exclude than local children.
What about plus-ones for single guests?
Most couples extend plus-ones to single guests in serious relationships (over 6 months) or who would otherwise know nobody at the wedding. Singles attending with friends or family rarely need a plus-one. The plus-one column tracks who has been offered one and whether they've named the guest yet. Unnamed plus-ones at 4 weeks out are usually a sign nobody is coming.
Can I export the list to give to my venue?
Yes, the Premium PDF download produces a clean catering manifest with names, dietary requirements, table assignments, and totals. Most caterers prefer this in PDF form rather than a screenshot of a spreadsheet because it formats consistently and prints cleanly. The free version downloads a JPG which is fine for personal records but less useful as a venue-handover document.
Related Tools
Wedding Seating Planner
Plan your wedding reception seating with drag-and-drop floor plans, guest management, dietary tracking and table assignments for up to 200 guests
Wedding Budget Calculator
Allocate your wedding budget across venue, catering, photography, and more. Adjust percentages and see real-time breakdown.
Wedding Countdown
Countdown to your wedding day with days, hours, minutes, and seconds. Includes planning milestones and checklist for each stage.