Creating your wedding guest list is one of the first tasks you’ll face when organizing your celebration, and also one that generates the most doubts. Who do I invite? How many guests are too many? Do I have to include that cousin I haven’t seen in years? These are normal questions, and the good news is that there is no single correct answer.
The important thing is that the list reflects your wishes and fits your budget and the venue you have chosen. At UAUU we have been organizing weddings in Barcelona for years and we know that creating the guest list can be an exciting but also delicate process. That’s why we want to help you resolve it with empathy and common sense.
Why is it important to make your wedding guest list well?
The guest list is the foundation of all your planning. It determines the size of the venue you need, the catering budget, the number of invitations you’ll need to order and, ultimately, the type of celebration you’ll have.
A well-thought-out list will save you problems, misunderstandings and disappointments. In addition, it will allow you to enjoy your wedding surrounded by the people who really matter, without pressure or uncomfortable commitments.
Guest list example
How many guests is normal for a wedding?
There is no magic number, but in Spain the average is usually between 80 and 120 guests. However, there are intimate weddings of 30 people and large celebrations of more than 200.
The important thing is not the number, but that you feel comfortable with it. Think about your budget, the venue you have chosen and the type of atmosphere you want to create. A smaller wedding can be more intimate and personal, while a larger one allows you to include more people from your circle.
How to start making your wedding guest list?
The first step is to sit down together and make an initial list without filters. Write down all the people you would like to be present, without worrying about the number yet.
Then, organize that list into categories to have a clearer vision:
- Close family: parents, siblings, grandparents, uncles and aunts, and direct cousins.
- Extended family: second cousins, great-uncles and aunts, more distant relatives.
- Close friends: your closest circle, those who cannot be missed.
- Work friends or acquaintances: coworkers, friends from different stages of your life.
- Partners and children: decide whether you will invite your guests’ partners and whether it will be a wedding with children or adults only.
Once you have this first list, it’s time to start prioritizing.
Do I have to invite distant relatives to my wedding?
This is one of the most frequent doubts, and the answer is: you are not obligated. Your wedding is your celebration, and you have every right to decide who is part of it.
If you have a close relationship with that family member, go ahead. But if you haven’t seen each other in years or you don’t have any emotional connection, there is no rule that obliges you to invite them. The important thing is that you feel comfortable with your decision and that you explain it naturally if someone asks.
Do my parents have the right to invite people?
It depends on you. Traditionally, parents used to have a quota of guests, especially if they contributed financially to the wedding. Nowadays, things have changed and each couple manages it in their own way.
The most important thing is to talk about it clearly from the beginning. If your parents want to invite some people, you can establish a reasonable number and ask them to give you the list in advance. This way you will avoid last-minute surprises.
If you are the ones paying for the wedding, you have more freedom to decide, but it is always advisable to listen to their suggestions with respect and seek a balance that does not generate family conflicts.
Do I invite with a partner or without a partner?
Another complicated question. The general rule is that stable couples (married, living together or long-term relationships) are invited together. It would be strange and inconsiderate to invite only one of them.
For more recent or casual relationships, you can decide case by case. If the budget or space is limited, it is valid to establish a clear criterion, such as “only stable couples” or “only couples we know personally”.
The important thing is to be consistent and communicate it tactfully. You can include the partner’s name on the invitation if they are invited, or simply the guest’s name if they are going alone.
Guest list template
Wedding with children or adults only?
This decision depends entirely on you. There are couples who love having children at their wedding because they bring joy and spontaneity. Others prefer a quieter and more formal celebration, adults only.
If you decide it should be adults only, communicate it clearly on the invitation to avoid misunderstandings. You can do it kindly, for example: “Due to space limitations, we have decided that the celebration will be adults only. We hope you understand”.
If you invite children, think about details that will make them enjoy too: children’s menu, play area, activities. At UAUU we have organized weddings with spaces designed for the little ones, and it works very well.
Practical tips for managing your wedding guest list
- Start early: the sooner you have the list, the sooner you can book the venue and calculate the budget.
- Be realistic with the budget: each guest has a cost. Do the math before committing.
- Establish clear criteria: if you can’t invite everyone, define rules that help you decide (for example, only immediate family and close friends).
- Talk to your parents: if they want to invite people, negotiate a reasonable number from the start.
- Don’t let yourself be pressured: it’s your wedding, and you have the right to decide who attends.
- Have a B list: if someone confirms they cannot attend, you can invite other people from a second list.
- Use digital tools: there are apps and templates that help you organize the list, manage confirmations and make the seating plan.
Frequently asked questions about wedding guest lists
When should I have the final guest list ready?
Ideally, you should have it closed at least 3-4 months before the wedding, so you can order the invitations and confirm numbers with the catering and venue.
What do I do if someone gets upset because I haven’t invited them?
Explain honestly that you have had to limit the number of guests due to budget or space. Most people will understand. If they don’t, it’s their problem, not yours.
Can I invite someone at the last minute?
Yes, if someone cancels and you have time. But do it tactfully so that person doesn’t feel like a “plan B”.
How do I manage confirmations?
You can use an online form, WhatsApp or the wedding invitations themselves with a response card. The important thing is to have a clear system and a deadline to confirm attendance.
Guest list Excel
The importance of a well-thought-out guest list
Making your wedding guest list calmly and with criteria is essential for your celebration to be exactly as you have dreamed it. It’s not about pleasing everyone, but about creating an atmosphere in which you feel happy and surrounded by the people who really matter to you.
At UAUU we know that each couple is different, and that’s why we help you organize your wedding in a personalized way. Our venues in Barcelona, such as Can Macià or Ca n’Alzina, adapt to celebrations of any size, from intimate weddings to large parties. If you need advice on managing your guest list or any other aspect of planning, we are here to help you.