If this is your first time reading here, welcome. If not, welcome back to our in-depth look at the intricate world of event planning. A list of all of the sections will be available at the bottom of this post.
Today we are going to explore what is possibly the most important document to planning any event:Â The Guest List.
The reason the guest list is so critical is that it tells you how many people to plan for, and gives you crucial demographics for your planning decisions.
Event Scale
The first question the guestlist answers is how many people will be at the event. This plays into several key decisions. The first is physical–how much space do you need? With a well-made guestlist in hand, you can determine if a venue you are considering can support your event or not, thereby narrowing the list of venues to choose from. Some may be too small, while others may be too large. In addition, this list can help you establish your budget. Many fully staffed events (catering, entertainment, and decorations) can cost $100 or more per guest, depending on how lavish your plans are. I have found over the years that $100 per guest tends to be a decent starting point, but it can easily be much higher.
Demographics
This has more to do with who will be at your event. Utilizing Age Groups and cultural breakdowns can help you make choices regarding the food and entertainment, and even decorations in some cases.
What it all means
Guestlists are a wealth of information you will need at almost every stage in planning your event. It is crucial to establish a ballpark figure for the number and breakdown of guests early on in the event planning process, which can be refined as you go.
Also, realize that the guestlist is a living document. The only “Finalized Guestlist” you are likely to have will be the one after your event is over. Some people will show up unexpectedly, others who said they would be there will not. It’s a fact of life. Don’t stress over it. The list is designed to make your job as a planner easier, not harder.
Next week, we will dive into the meat of Event Planning, starting out with venues!
Happy Planning,
DJ Jay-Dub
Entertainment Team
The Event Entertainment Experts
Event Planning 101
- Overview
- The Guestlist
- The Venue, Part 1 – Initial Considerations
- The Entertainment – Coming Soon
- The Documentation – Coming Soon
- The Food – Coming Soon
- The Decoration – Coming Soon
- The Details – Coming Soon