Guest List Management Guide
Welcome to your complete guide for managing your guest list and all things stationery! From the first draft of your guest list to the final wedding day details, this guide will walk you through each step with clarity and ease.
Guest List Planning Timeline
Step 1: Build your guest list (12-18 Months)
Step 2: Create your wedding website (9-12 Months)
Step 3: Design and order your Save-the-Dates (9-12 Months)
Step 4: Design and order your invitations (4-6 Months)
Step 5: Design and order your wedding day stationery (1-3 months)
Step 1: Build Your Guest List
Create a spreadsheet to begin building your guest list with the information categories listed on the right.
Share your spreadsheet with your wedding planner and any family members who are assisting with the guest list creation.
Upload your guest list to your website.
Use your website’s contact collector to request addresses.
GUEST LIST SPREADSHEET TEMPLATE
Click the link below to view a guest list spreadsheet template. To create your own, click on the “File” tab in the top left corner, and then click “Make a Copy”.
GUEST LIST CATEGORIES
Primary Guest’s First & Last Name
Plus One
Email Address
Phone Number
Street Address Line 1
Street Address Line 2
City
State
Postal Code
Additional Guest 1
Additional Guest 2
Step 2: Create Your Wedding Website
HELPFUL TIP
Many wedding websites include a Contact Collector so you may want to create your website as you are building your guest list to assist with collecting addresses or other missing contact information.
WEBSITE CATEGORIES
HOME PAGE - The home page is the landing page and typically includes your names, the wedding date, and the wedding location.
SCHEDULE - This page includes details for all the weekend activities, such as the rehearsal dinner, welcome party, wedding day, and brunch. On this page, it is helpful to list addresses for each venue and start times for each event.
TRAVEL - This page should include any helpful information for travel and accommodations. It is common to see directions to each venue, room block links, recommended hotels, or neighborhoods to book. If you are offering a shuttle service to or from the venue, this would also be helpful to note here.
REGISTRY (optional) - If you choose to have a registry, this is where you will build it. Most wedding website platforms have this feature built in.
WEDDING PARTY (optional) -This is not a common category, but some couples like to feature their wedding. This typically includes a photo of each of the wedding party members and a short story about your relationship with them.
GALLERY - This page is where you can put all of your favorite photos.
THINGS TO DO (optional) - If you have many guests coming from out of town, they may be spending a few extra days in the area, so you may want to list some recommendations of your favorite places and things to do.
FREQUENTLY ASKED QUESTIONS - Click the button below to review common frequently asked questions.
Step 3: Design & Order Your Save-the-Dates
Information to list on your save-the-dates
Names of the Couple
Wedding Date
City & State
Website URL
HELPFUL TIPs
We always recommend sharing your guest list with your stationery vendor so they can print all the guests’ addresses, saving you from having to handwrite each of the envelopes.
Remember you are ordering for the quantity of households, not per person so your stationery quantity is typically less than your guest count.
We recommend ordering 10% extra in case any get lost in the mail, so that you have one as a souvenir, and one for your photographer to take photos of.
OPTION 1: Select a semi-customizable Save-the-Date option from an online vendor. This option is the most cost-conscious option.
OPTION 2: Design your own Save-the-Dates and use a local printer to print the stationery.
OPTION 3: Hire a designer or illustrator.
STATIONARY & SIGNAGE RECOMMENDED VENDORS
Step 3: Design & Order Your Invitations
Information to list on your Invitations
MAIN INVITATION CARD & ENVELOPE
Names of the Couple
Wedding Date
Venue
Arrival Time
DETAILS CARD
This includes any information that doesn’t fit on the main invitation card. This can include dress code information, or any information on the rehearsal dinner, etc.
RSVP CARD & ENVELOPE
Many couples choose to request online RSVPs. If this is the case you will want to list your website URL so they can RSVP via your website.
HELPFUL TIPs
We always recommend sharing your guest list with your stationery vendor so they can print all the guests’ addresses, saving you from having to handwrite each of the envelopes.
Remember you are ordering for the quantity of households, not per person so your stationery quantity is typically less than your guest count.
We recommend ordering 10% extra in case any get lost in the mail, so that you have one as a souvenir, and one for your photographer to take photos of.
We recommend requesting online RSVPs, as it will save you time and your website will track all the details for you.
OPTION 1: Select a semi-customizable invitation option from an online vendor. This option is the most cost-conscious.
OPTION 2: Design your own invitations and use a local printer to print the stationery.
OPTION 3: Hire a designer or illustrator.
STATIONARY & SIGNAGE RECOMMENDED VENDORS
Step 3: Design & Order Your Wedding Day Stationery & Signage
OPTION 1: Select a semi-customizable option from an online vendor. This option is the most cost-conscious.
OPTION 2: Design your own and use a local printer to print the stationery.
OPTION 3: Hire a designer or illustrator.