Complete Guide to Wedding Guest Management

Managing 300+ wedding guests can be overwhelming. From tracking RSVPs to coordinating meal preferences, there's a lot to handle. This guide will show you how to manage everything efficiently with MakeMyKankotri.

Why Guest Management Matters

Budget Control: Each guest adds to catering, seating, and favor costs Venue Planning: Accurate headcount ensures proper space Seating Arrangements: Organize guests by relationships Food Planning: Track dietary requirements and preferences Gift Tracking: Record who gave what for thank you notes

The Traditional Way (Problems)

Paper Invitations:

• ❌ No real-time RSVP tracking
• ❌ Phone calls to follow up
• ❌ Lost responses
• ❌ Last-minute changes difficult
• ❌ No centralized database

Spreadsheets:

• ❌ Manual data entry
• ❌ Version control issues
• ❌ Not mobile-friendly
• ❌ Hard to share with family
• ❌ Prone to errors

The MakeMyKankotri Way (Solutions)

✅ Digital Invitations with unique links ✅ Real-time RSVP tracking ✅ Automated reminders ✅ Analytics dashboard ✅ Mobile app for on-the-go access ✅ Family collaboration tools

Setting Up Your Guest List

Step 1: Collect Guest Information

Essential Details:

- Full Name
- Phone Number
- Email Address
- Relationship (family/friend/colleague)
- Number of Adults
- Number of Children
- Dietary Requirements
- Plus-One Allowed (Yes/No)

Optional Details:

- Mailing Address (for physical gifts)
- Age Group
- Special Accommodations Needed
- Transportation Requirements
- Hotel Booking Status

Step 2: Import Your List

Three Ways to Add Guests:

1. Manual Entry

• Add guests one by one
• Best for small weddings (under 50 guests)
• Full control over each entry

2. Excel/CSV Upload

Name,Email,Phone,Category,Plus One
Rajesh Kumar,rajesh@email.com,+919876543210,Family,Yes
Priya Singh,priya@email.com,+919876543211,Friend,No

3. Import from Contacts

• Sync from phone contacts
• Auto-fill email and phone
• Quick for 100+ guests

Step 3: Organize by Categories

Create custom groups:

By Relationship:

• Immediate Family
• Extended Family
• Bride's Friends
• Groom's Friends
• Colleagues
• Neighbors

By Event:

• Mehndi Only
• Sangeet Only
• Wedding + Reception
• All Events

By Location:

• Local Guests
• Out of Town
• International

RSVP Management

Set Up RSVP Questions

Basic Questions:

• Will you attend? (Yes/No/Maybe)
• Number of guests attending
• Dietary preferences
• Song requests

Advanced Questions:

• Which events will you attend?
• Do you need transportation?
• Do you need hotel booking assistance?
• Will you participate in performances?

Track Responses

Dashboard View:

• Total Invited: 350
• Confirmed: 280 (80%)
• Declined: 45 (12.8%)
• Pending: 25 (7.2%)

Real-Time Updates:

• Notifications when someone RSVPs
• See responses instantly
• Export reports anytime

Send Reminders

Automated Schedule:

• 1st Reminder: 3 weeks before (non-responders)
• 2nd Reminder: 1 week before
• Final Reminder: 3 days before

Personalized Messages:

"Hi [Name], we haven't heard back from you! 
We'd love to have you at our wedding on [Date]. 
Please let us know if you can make it. 
Click here to RSVP: [Link]"

Managing Plus-Ones

Set Plus-One Rules

Who Gets Plus-Ones?

• Married/Engaged guests: Always
• Dating guests: Case by case
• Single guests: Only close friends
• Children: Specify age limits

Budget Considerations:

• Each plus-one = additional cost
• Set maximum guest count
• Reserve 10% buffer for last-minute additions

Handle Plus-One Requests

When Guest Requests Plus-One:

Option 1: Approve

"Of course! Please add your guest's name 
and dietary preferences."

Option 2: Politely Decline

"We'd love to accommodate everyone, but 
we're limited by venue capacity. We hope 
you can still join us!"

Seating Arrangements

Create Seating Chart

Best Practices:

1. Group by Relationship

• Family tables together
• Friends from same circle together
• Don't mix very different age groups

2. Strategic Placement

• Elder guests near washrooms/exit
• Loud friends away from elders
• Shy guests with friendly outgoing people
• Work colleagues together

3. Head Table

• Bride, Groom, Parents
• Best Man, Maid of Honor
• Siblings (optional)

Table Assignment Tools

MakeMyKankotri Features:

• Drag-and-drop seating chart
• Visual table layout
• Auto-assign by category
• Print place cards
• Share with venue coordinator

Dietary Requirements

Common Dietary Needs

Religious:

• Jain (no onion/garlic)
• Muslim (Halal meat)
• Hindu (vegetarian)
• Jewish (Kosher)

Health:

• Vegan
• Gluten-free
• Dairy-free
• Nut allergies
• Diabetic-friendly

Preferences:

• Pure vegetarian
• Non-vegetarian
• Eggetarian

Track and Communicate

To Caterer:

Total Guests: 300
- Vegetarian Jain: 50
- Vegetarian: 150
- Non-Vegetarian: 95
- Vegan: 5
- Special dietary requirements: 10 (list attached)

Communication Tools

Mass Messaging

Send Updates to All Guests:

• Venue change
• Time adjustments
• Dress code reminders
• Weather updates
• Thank you messages

Targeted Messages:

• VIP guests (special parking info)
• Out-of-town guests (hotel details)
• Performers (rehearsal schedule)
• Bridal party (timeline)

WhatsApp Integration

• Share invitation via WhatsApp
• Create guest groups
• Send location pins
• Share photo albums post-wedding

Day-Of Management

Check-In System

Physical Check-In:

• Print guest list
• Check off arrivals
• Note no-shows

Digital Check-In:

• Scan QR codes
• Real-time attendance tracking
• Identify gate-crashers

Handle Last-Minute Issues

Common Scenarios:

Guest Brings Uninvited Plus-One:

• Check available seats
• Add to existing table if possible
• Inform caterer immediately

Guest Doesn't Show Up:

• Update count for catering
• Note for thank you card tracking
• Reallocate gifts if pre-assigned

Dietary Emergency:

• Have caterer on speed dial
• Keep emergency options ready
• Check with guest for severity

Post-Wedding Management

Track Gifts

Gift Registry:

Guest Name | Gift Received | Value | Thank You Sent
Rajesh Kumar | Cash ₹11,000 | ₹11,000 | ✓
Priya Singh | Silver Set | ₹15,000 | ✓

Send Thank You Notes

Timing:

• Physical gifts: Within 2 weeks
• Cash gifts: Within 1 month
• Attended but no gift: Still send thank you!

Template:

Dear [Name],
Thank you so much for being part of our special day! 
Your presence meant the world to us. We're so grateful 
for your generous gift of [gift description]. We look 
forward to celebrating many more occasions together.
With love,
[Bride & Groom Names]

Analytics & Insights

Useful Reports

RSVP Rate by Category:

• Family: 95% acceptance
• Friends: 85% acceptance
• Colleagues: 70% acceptance
• Extended Network: 60% acceptance

Response Time Analysis:

• Average: 12 days
• Quickest: 2 hours
• Slowest: 42 days

Event-wise Attendance:

• Mehndi: 150 guests
• Sangeet: 200 guests
• Wedding: 300 guests
• Reception: 280 guests

Common Challenges & Solutions

Challenge 1: Low Response Rate

Solution:

• Send personal messages
• Make RSVP process easy (1-click)
• Add urgency ("seats limited")
• Call important guests personally

Challenge 2: Guest Count Fluctuates

Solution:

• Set RSVP deadline 2 weeks before
• Add 5% buffer to caterer count
• Have emergency contact list for caterer
• Lock count 3 days before

Challenge 3: Dietary Confusion

Solution:

• Ask specific questions in RSVP
• Confirm with caterer 1 week before
• Label food items at venue
• Have alternate options ready

Challenge 4: No-Shows

Solution:

• Send final reminder 3 days before
• Call VIP guests to confirm
• Over-invite by 10% (industry standard)
• Have plan for extra food

Pricing & Plans

MakeMyKankotri Guest Management:

Starter (₹999)

• Up to 100 guests
• Basic RSVP tracking
• Email support

Premium (₹1,999)

• Up to 300 guests
• Advanced RSVP questions
• WhatsApp integration
• Analytics dashboard
• Priority support

Ultimate (₹2,999)

• Up to 500 guests
• Everything in Premium
• Seating chart tool
• Gift tracking
• Dedicated account manager
• Phone support

Tips from Real Weddings

Meera & Raj's Wedding (350 guests)

"We used categories to organize 5 different events. The RSVP tracking saved us hours of phone calls. Highly recommend the seating chart feature!"

Anjali & Vikram's Destination Wedding (180 guests)

"Managing out-of-town guests was a breeze. Sent hotel booking links, travel tips, and itinerary through the platform. Everyone stayed informed!"

Priya & Karthik's Traditional Wedding (500 guests)

"Handled dietary requirements for 500 guests effortlessly. The caterer loved the organized breakdown. Zero complaints about food!"

Best Practices Checklist

6 Months Before:

• Create preliminary guest list
• Decide on plus-one policy
• Set up categories

3 Months Before:

• Finalize guest list
• Send invitations
• Set RSVP deadline

1 Month Before:

• Send first reminder
• Start seating arrangements
• Confirm dietary requirements

2 Weeks Before:

• Send final reminder
• Finalize headcount with vendors
• Complete seating chart

1 Week Before:

• Lock guest count
• Print materials
• Brief day-of coordinator

Day Before:

• Final vendor confirmation
• Prepare check-in materials
• Brief ushers

Day Of:

• Check-in system active
• Handle last-minute changes
• Enjoy your day!

Get Started

Ready to streamline your guest management?

1. Sign Up Free
2. See Demo
3. Contact Us

Have questions? Book a free consultation: contact@makemykankotri.com

Take the stress out of wedding planning with smart guest management tools.