Stop the RSVP Stress- How to accurately predict your wedding guest count.
So you know who you want to invite- yay! The hard part’s done right? Well- not completely. There’s something people often don’t think about- RSVPs. RSVPs can be a major stress point for wedding planning. If you’re sitting there wondering “How many people will RSVP yes to my wedding?” I have a formula to share with you that will help you SO MUCH.
Why is your guest count so important?
There are many aspects of your wedding that depend on knowing the number of attendees:
• Choosing the Right Venue: A significantly smaller guest list than expected can mean spending thousands of extra dollars on a venue that’s too large. It also affects the vibe—100 people in a room meant for 200 will feel empty.
• Accommodations: Booking a large hotel block comes with financial responsibility. Typically, if less than 80% of the rooms are not booked, you could be on the hook for the cost.
• Your Budget: The guest count is the #1 factor affecting wedding costs, from meals to printed materials, and even the venue size.
• Catering: Catering contracts often include a Food & Beverage minimum. You’re committed to spending that amount, so overcommitting can be costly.
• Custom Details: Favors, guest gifts, and printed goods like programs and place cards need to be purchased well in advance.
Ok so we’ve established that you NEED to know how many people will be attending- but the timeline for RSVPs can make this challenging
The Timeline:
• Save the Dates: 6-8 months before the wedding
• Invitations Sent Out: 8 weeks before the wedding
• RSVP Due: 30 days prior- and there will be stragglers. Expect to chase down RSVPs for 1-2 weeks after the due date.
(Pro Tip: Number your RSVP cards—people often forget to put their names on them. 🫠
What Do You Do?
You will always end up with fewer attendees than you invite. This is logical, but anxiety often ignores logic. For instance, my wedding venue had a maximum capacity of 100 people, and inviting more than that made me nervous. I needed reassurance.
The Formula
The average yes rate for weddings is 80%, but you need to break it down further:
• 85% of locals will RSVP yes.
• 55% of travelers will RSVP yes.
Initially, I was dubious about this formula, but as the RSVPs came in and I updated my spreadsheet, the numbers added up. Our wedding list was 50% locals and 50% out-of-towners. According to the formula, if we invited 120 people, our RSVP count would be 84. Our final guarantee to our caterer was 86 people. The formula was spot on!
There you have it! No more asking “How many people will RSVP yes to my wedding?” you’ve got your answer.
Do you need help fighting the wedding overwhelm? Contact me here!
