Every social event you host requires the creation of a guest list template. Aside from listing the guests, you also use it to make sure no unauthorized persons enter venue and same time, no intended invitee is left out. It can also help in budget matters as you can use the document to make a cost estimate based on how many guests will be on your list.
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Guest List Templates
What is a guest list?
Simply defined, a guest list template is a list of people invited to attend a social occasion or event like a wedding, birthday, and other special events.
Wedding Guest List Templates
How do I make a guest list?
While it is true that drafting or creating your guest list template isn’t very exciting, you can follow these tips so that the process goes easily and smoothly. You can keep track of everyone you intend to include in your party guest list template, including menu preferences and RSVPs. Here are the tips:
- Decide how you will divide your wedding guest list template
The process of creating a guest list could be quite messy, especially if one or more people take part in the process of planning or plan to contribute financially. This is the reason why you must be very clear about what you expect should you decide to accept help from anyone.
Even if you plan to pay for the whole event, it’s always a good move to get everyone involved to discuss the guest list. This way, you can avoid any surprises later.
- Use a collaborative system
There is more than one way to create a guest list template but it’s always best to choose a collaborative system. This way, anyone with valuable input can make changes in real-time and access the most updated version of the list.
It’s also nice to include your guests’ contact details as you can use these later to send them invitations, thank you notes, and other important information.
- Design your list
When in the process of creating your list, write down all the names of all the people who you want to attend. For instance, when making a bridal shower guest list template, write down everyone you want to attend. For this, you need to take your venue and budget out of the equation first. For now, all you have to do is keep writing down names.
- Be as realistic as possible when writing down the final number of guests
Making the decision on who to invite and who to leave out can be very challenging but there is a number you can’t avoid – the guest count. The primary factors that could influence this decision are your venue and budget.
Each guest adds to the number of plates that the caterer must prepare, favors you provide, chairs you rent, and so on. If you chose a number larger than the capacity of your venue, you may find yourself feeling stressed each time you open an RSVP.
- Make some rules about your list and follow them
Remember the long list you made earlier? Now is the time to get back to reality and start cutting down your list until you finally reach a real number. Perhaps the easiest way to trim the list is by setting up rules and strictly sticking to them.
- Make two lists – A and B
Another how you can invite the most guests without having to raise your budget or finding a bigger venue is to create two guests lists – A and B. On the A-list are the names of your must-have invites who you can’t imagine being at your event. These will be the recipients of your first round of invitations.
The B-list will contain the names of people who you still want to attend. This means you shouldn’t add just anyone on it. When you start sending out your RSVPs and it turns out that many guests from your A-list won’t make it, you can start sending invitations to the people on your B-list.
- Include the names on the RSVP cards
Remember yours won’t be the first event where a guest would try to cram two or more names into a single line, even if the invitation was only made for them. You can avoid this issue by adding the names of the guests into the RSVP cards. This makes things clearer.
- Don’t let other people wear you down
Remember that this is your event, which means that you should set the boundaries. If budget is the issue, then the solution can be as simple as reducing the guest list. In most cases, the size of the venue also determines the number of guests who can attend.
- Avoid making last-minute changes
Even if you announce the news about your event, you can still get a couple of awkward comments from people you’re not sure about inviting. The best thing to do in such cases is to steer clear of the topic of your event while still in the planning stage.
Party Guest List Templates
How do I keep track of my guest list?
The tracking of your guest list template is a great way to organize an event and keeping a record of your guests. This allows you to coordinate with those involved in the event, streamline the processes, and keep track of your progress. For instance, when you have made a baby shower guest list template, you can keep track of your guests by:
- Having a sign-up sheet
When your guest list grows as you start adding more people to it, you can start creating another asset which you use later – an email list. Create an event sign-up form online then add a section that allows them to get added to your email list.
- Come up with a headcount
What happens when more people show up that what you have planned? The most obvious scenario is that you will run out of food, drinks, and most likely, venue space. Of course, this isn’t ideal.
If you keep track of the headcount, you get assurance that you won’t run into these issues. For instance, if you hold a party at a local park. Knowing the number of guests who will attend is very important when planning and speaking with other planners, sponsors or vendors.