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Creating the Ultimate Guestlist

Feature Article

By Tracey Baxter



Guest list management is of primo importance through your wedding planning process. The first ingredient in successful wedding planning is taking the guest list head on. There are lots of resources available online and traditional stores both free and for purchase developed especially for brides to use in their wedding planning. But you probably have everything you need to get started already. With the basic office management software that comes with your PC, you can manage your entire wedding planning process quite easily - the key is knowing how to effectively use it.

A database or spreadsheet is most efficient because these can manage multiple aspects of your wedding plans in one program and the information that you input can be rearranged quickly.

In the spreadsheet pictured above, the columns can be sorted. The guest names can be sorted alphabetically or sort by RSVP’s received, or by any criteria that you have entered as a column header. I always suggest brides list the number in the RSVP column rather than a yes or no because you can then run a ‘sum’ of that column and have your total guest count in a flash.

Other columns might include: the entrée selected, special needs such as if they are elderly and use a cane, walker or wheel chair, the table name/number assigned, if invited to rehearsal dinner, RSVPs for rehearsal dinner, whether in or out of town guests, – this is not an exhaustive list! Anything you need to know about your guests can be cataloged in this way.



Having all of the guest information in one place saves time, energy and avoids paper shuffling when you need these answers fast for calligraphers ...or mom! Keeping all of this information organized in one spot makes it easy to create the reports you need – such as entree lists for the caterer, and lists for the wait staff so they serve the right meals to the guests. If you have a plated meal with a choice of entrée, many guests will not remember what they selected weeks before your wedding.



Your caterer will probably plan a few extra entrees, but certainly not enough for half of the guest list to forget (or just plain change their mind). Without an accounting of what each guest specifically requested and providing which entrée is needed for each table to the catering staff, the last tables to be served may not get what they chose. And nothing brings out the guest-zilla in the guests that DO remember what they chose, than not getting what they selected because the kitchen ran out before they were served!





Guests forget more than just their entrée choice. Sometimes the guests forget to write their name on their RSVP cards. This happens surprisingly often. In order to keep track of blank responses, number the RSVP cards and assign each to a specific guest. In the example above, Mr. John Doe’s family received RSVP card #23. If they forgot to write their name on the response, we still would have known it was Mr. & Mrs. John Doe’s card that was received.




Seating cards are a snap to create using this spreadsheet or database also. With a seating card column, you can feed that information for their names (first, last or formally with titles) along with the table number or name assignment into a word processing program using “mail merge” to create your seating or escort cards. If you sort columns alphabetically first, you have less to do when you set them up at the reception because they’ll already be in order!



Using tools you already have at your disposal, you save time, money and sanity! And not having to log into a wedding website to manage your wedding plans, means you can work on your wedding even if you’re without Internet access or just want to work offline! If you don’t already have some basic office management software on your PC, check out OpenOffice.org, Google Docs and other free online sources.



Your Wedding Planning Homework - make your ultimate guest list spreadsheet now so you can just float through the last two weeks before your wedding instead of messing with counting guests, meal selections and other minutia!














Want to use this article in your e-Zine, blog or website? You may as long as you include this complete statement:

Wedding Solutions Specialist Tracey Baxter publishes the "Aisle Do" bi-weekly e-zine. Get your Free Report: "5 Fun and Fabulous Reception Ideas for a Reluctant DIY Bride” at www.aisledoweddings.com

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Wishing You A Very Happy, Healthy and Prosperous New Year!