The Ultimate Guide to Creating Your Wedding Guest List

Katie Taylor
May 20
3 min read

Crafting your wedding guest list is one of the most exciting yet challenging parts of the planning process. It’s a delicate balance between honoring family traditions, celebrating with close friends, and managing logistics like venue capacity and budget. As the lead planner and founder of Katie Taylor Events, I’ve guided countless couples through this process, helping them create a guest list that reflects their vision while keeping stress to a minimum.

A Bride's wedding day details are captured in a beautiful styled way to encapsulate her wedding day — Entenmann Photography

Here’s your step-by-step guide to curating the perfect guest list:

Define Your Wedding Vision

Before you start listing names, take a step back and envision your wedding. Is it an intimate affair with only your closest friends and family? A grand celebration with 200+ guests? Defining the scale and atmosphere of your wedding will naturally help guide your list.

Establish a Guest Count Based on Budget & Venue

Your guest list impacts your budget significantly and in ways you may not know that you need to know. Catering, rentals, table linens, guest tablescape, invitations and even favors all scale with your headcount. If your dream venue accommodates 100 guests but you initially list 150, some hard decisions will need to be made. Prioritize quality over quantity to maintain an elegane and stress-free event.

Start with the Wedding Guest List Must-Haves

Make an A-list of non-negotiable guests: immediate family, wedding party members and lifelong friends. These are the people who have been an integral part of yoru life and whose presence you can't imagine your day without.

Katie Taylor Events captures the small details of a bride and groom's wedding day in a stylish and memorable way — Chelsea Culp Photography

Create B and C Lists

B-List: Extended family, close colleagues, and good friends who would love to celebrate with you but aren't absolute must-haves

C-List: Acquaintances, distant relatives, and plus-ones of single guests. If space allows, you can send invites to this group later.

Factor in Family Expectations

If your parents are contributing financially, they may want a say in the guest list. Set boundaries early, and I can not say this enough! Then determine how many guests your parents can invite and talk through non-negotiables.

Be Thoughtful About Plus-Ones and Children

Not every guest needs a plus-one. And not every wedding has to be kid-friendly. If budget or venue constraints apply, limit plus-ones to engaged or long-term partners. If you prefer an adults-only event, communicate it cleary on the invitation. And be prepared to communicate this to guests who ask why they can not bring their children, unless you are providing a baby-sitting service.

Cut the Wedding Guest List Where Necessary

If you need to trim, consider:

Guests you haven't spoken to in years
Obligatory invites-no need to include co-workers unless they are close friends
Family members you do not have a relationship with
Friends you wouldn't invite for a dinner one-on-one

A long table is set for wedding guests at Sage Lodge with details that include a menu card, place cards and dinner choices — Sweetgrass Studio

Send Save the Dates Strategically

Once your list is finalized, send save the dates to your A-List. For B-list guests, have invitations ready in case of declines. This ensures a full yet balanced attendance.

Stick to Your Wedding Guest List Decision witih Confidence!

It's normal to feel pressure from others, and remember-this is your wedding! Every guest should be someone you're truly excited to celebrate with.

At Katie Taylor Events, we specialize in curating a guest experience that feels personal, seamless and stress-free. Need guidance on finalizing your list or navigating family dynamics? Let's chat!

Until next time,

~Katie