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
(Part 4)
Feature Article
By Tracey Baxter
Today we conclude with what were listed as the first three guest complaints listed by TheKnot. I featured these tips in my eZine last week which gave me inspiration to create this series for the remaining guestzilla complailnts. You can subscribe to the Aisle Do eZine too! If you missed the other posts in this series, check out Monday, Tuesday & Wednesday
Guest’s Complaint: Terrible Timing! A ceremony at noon with a reception that starts at 7pm was the timing disaster example. A 6 hour gap between the ceremony and the reception is a tad beyond the call of duty for your guests, but it’s possible that the church will only have weddings at specific times so you have little control over that.
So here’s the thing! If you give your guests something to do between times, they will think that you are the snazziest bride this century.
Even a budget bride can provide an itinerary of events that your guests can enjoy while waiting for the reception. So let your guests become true tourists! The chamber of commerce will have a wealth of information about what is happening around town on your wedding day. Take a look at those brochures you popped in the “OOT Bags” and create a list of affordable activities that will suit the break between wedding events.
Here is a free idea for your guests to be sure to include on your list:
- Walking tours work well in cities with interesting architecture, art structures, parks, and interesting shops or galleries to check out but can be done anywhere that tries to promote tourism. The chamber of commerce will be happy to provide you with maps and if they don’t already have a walking tour created for your city, for free or a small fee a staff member may be able to help you determine an interesting path for your guests to see the sights. Provide your guests with a heads up that they should keep some comfy shoes in the car in your pocket/invitation inserts.
- Driving tours through historic districts and other scenic areas are also fun and in inclement weather would be preferred to the walking tour.
- Provide your guests with an envelope as they leave the ceremony containing both a walking and driving tour options and a map will let them choose what level of touring they are up to.
- Rather than just ‘map’ the quickest route from ceremony to reception, intentionally take them on a journey through town that highlights what makes it special to you and your fiancé.
Guest’s Complaint: The Wrong Day! Holiday weekends and random weekdays are the guest's issue. This can be legitimate complaint because, cutting right to the chase, in spite of favorable pricing for you, there are logistical issues to consider for your guests. AND don't discount the logistics for yourself in planning an “off day” wedding. First, let's look at the guest POV: Long distance visitors may have airfare to purchase, taking off work days may be difficult and they may have other holiday traditions to consider.
Have you considered how the 'off day' wedding can affect other wedding related events. Particularly for Sunday weddings, the venue is probably not closed to events the Saturday before your wedding. In fact, it’s most likely booked. Scheduling your ceremony rehearsal at a time that it doesn’t interfere with the other client’s event will be the priority of the site coordinator, regardless of what this means for your convenience. So your rehearsal could be at 10:00am. If the groom’s family would like to plan a rehearsal dinner in the evening, there will be quite a gap between the rehearsal and dinner. If you get caught in this scenario, perhaps your bridesmaids’ luncheon and an afternoon of golf for the groomsmen can fill in the odd time between the rehearsal and rehearsal dinner.
The main thing to consider when planning the wedding on a holiday weekend or weekday is that the number of guests able to attend may be less than if the wedding was on any other Saturday. So think about whom you most want to share your wedding day! And be prepared to send ‘save the date’ cards or reach out by phone or email well in advance to let them know of your plans so they can get the best airfare or plan vacation time accordingly. Similarly to having a long stretch between ceremony and reception, providing your guests a good list of what is happening around town for the holiday is going to be invaluable to them.
Examples for holiday fun ideas and itineraries should include:
Independence Day Weekend:
- Times for fireworks and the best places to scope them out
- Historically significant locations around town, particularly if they will have any living history exhibits include those times
- Best place for a back-yard style burger and beer
Easter Weekend:
- Local churches and service times
- Restaurants offering brunch
- Easter Egg Hunts
Weekday Weddings:
- The out of town guests will have to take time off to attend. Make the most of their visit and spend some extra time with them. Breakfast with the newlyweds is always appreciated, even if it’s a “Dutch Treat” or “continental”.
- If they don’t have to head out too early head to a park or other lovely place with them for some extra quality time.
Remember - Guests always have the option to decline your invitation and if it’s a hardship or burden for them to attend your wedding, they should could decline. It is your celebration and you thought enough of them to invite them. It's impossible to please everyone!
Guest Complaint: The Food! TheKnot's article states that guests would rather have a great meal over a pretty centerpiece and their gift should ensure a great meal or at least a guarantee that they won’t go hungry. The taste of the food is a subjective issue – one person’s yummy is another person’s yucky.
If you have not tasted the food that will be served at your reception, you might be surprised to find the food isn’t as tasty as they claimed. The wise bride will either request a tasting or will request a referral list. But qualify the list you request to include at least the last 5 event hosts, if not more. You will get a clearer idea of what people liked and what they didn’t. Not only will this be a recent group of clients, it will be non-seeded clients. Just asking for a referral list, you will get a list full of clients who will have had the best experiences with your caterer or venue. If you are sure that the food is something you enjoy, then you can be worry free about the guests enjoying it.
Now that you’ve got the taste of the food as much under control as possible, be sure your menu suits the style of your event and the time of day. Nobody will expect more than cocktails and hors d'oeuvres at and early afternoon reception but if your ceremony will be between 3pm and 5pm, standard heavy hors d'oeuvres may not be enough to satisfy your guests as a meal. However, adding one or two food stations in addition to the passed hors d’oeuvres or changing hors d’oeuvres selections every 30 to 45 minutes will satisfy guests more than a static menu throughout the reception. Change up the signature cocktail a few time throughout the evening too!
Congratulations! With all of the tips in this series, you can successfully avoid inviting the same guestzilla that TheKnot interviewed! As I always say - a properly prioritized budget will avoid a comedy of errors down the road. Have what is important to you at your wedding invest your money there!
