- becsbradley
- Apr 18
- 2 min read
Updated: 7 hours ago
When it comes to planning an event, you’ve got to make a few trade-offs—unless you’re Jeff Bezos with an unlimited budget (in which case, call us).
For the rest of us, thoughtful prioritisation is key. It’s easy to dream big, but the reality is that every additional guest means more food, more drinks, more furniture, and a larger venue. To keep your event both unforgettable and financially realistic, you’ll want to strike the right balance between how many people you invite and how much you want to spend.
What’s Worth Spending On?
Start by identifying the elements that will make the biggest impact. Ask yourself:
What will guests remember most?
What fits the tone and purpose of this event?
For some, it’s a killer DJ or live entertainment. For others, it might be standout catering, immersive styling, or a specialty cocktail bar. Choose your non-negotiables, and let those set the tone for the rest of the planning process.
The Guest List: Must-Invite vs. Nice-to-Invite
Trimming the guest list is often the simplest way to get your event back in budget. But it’s not always easy. Start by separating your list into two clear categories:
Must-Invite: These are your core people—family, close friends, key team members, or stakeholders.
Nice-to-Invite: This group includes acquaintances, plus-ones, extended contacts, or clients who aren’t essential to your event’s success.
We’ve created a simple Excel template to help you get this list organised. It includes two worksheets:
One for your Must-Invite list, which also doubles as your working guest list. Columns to track dietary requirements, RSVPs, and contact info—helpful for digital or physical invitations.
The other is for your Nice-to-Invite List so if you find you have some extra budget you can afford to expand your guest list.
Expect a Few Drop-Offs
Even the best-laid plans can’t account for life. Illness, last-minute travel, family needs, or work emergencies mean not everyone will be able to make it—even if they RSVP “yes.” As a general rule of thumb, expect a 10–15% drop-off rate, especially for larger events.
Knowing this upfront allows you to plan a little more confidently. You might even be able to invite a few extra people from your Nice-to-Invite list, knowing that the final headcount will likely balance out.
One Last Tip: Be Clear with Your Numbers
Once you’ve locked in your guest list, be upfront with your venue and caterers about the estimated and final numbers. Many suppliers will allow a little flexibility in final guest count deadlines, but knowing your range early on helps avoid last-minute stress—or surprise costs.
Need help starting your list?
Download our free Guest List Planning Spreadsheet to help you clarify your priorities, stay organised, and keep your event on budget.
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