How to determine your guest list for a destination wedding

Even for a wedding near home, planning the guest list can be a challenge. But when you’re curating the headcount for a destination wedding, you might want to consult with the Easy Weddings destination wedding planning experts on this one. Here, we share our helpful tips and considerations so you can thoughtfully progress through your guest list and get those save-the-dates ready.

Planning a destination wedding is an exciting and unique way to celebrate your love. However, one of the challenges couples face is determining the guest list. It’s important to balance inviting everyone you hold dear and keeping the event intimate, manageable, and within your budget.

You’ll also want to defer to your list when deciding on your wedding location. You’ll consider things like: How far will these people be willing to travel? Can they reasonably spend the money necessary to attend your wedding? Are we okay with not having a big wedding near home?

One of couples’ biggest destination wedding guest list questions is: How many guests will actually attend? And the reality is it depends greatly on your specific friends and family. If you know your group loves to travel, you may end up with just as many guests as you would have if you’d had a wedding close to home. 

Here are a few tips from our team of Destination Wedding Experts to get you started creating your guest list.

Define Your Vision and Priorities

• Reflect on your vision. Visualise your dream destination wedding and the atmosphere you want to create. Do you imagine an intimate affair where you can spend one-on-one time with every guest over a few days? Or a larger celebration with a crowd of familiar faces all doing their own thing throughout the weekend?
• Discuss priorities. Have open and honest conversations with your partner about your priorities regarding the guest list. Discuss your expectations and reach a mutual understanding so that you’re both satisfied with the final roll call.

Consider Practicalities and Logistics

• Venue capacity. You’ll likely find that even the largest destination wedding venues max out around 200 guests, though many are smaller. Ensure the ceremony and reception space can comfortably fit your desired number of guests. On the flip side, many destination wedding venues offer elopement and small wedding packages, so if you’re in it for an intimate affair, you’ll likely have more venue options.
• Budget. Assess your budget and determine how many guests you can realistically afford to invite. Remember to consider travel expenses and accommodation costs for yourselves and any guests you’d like to cover costs for.
• Travel logistics. Take into account the practicalities of travelling to your chosen destination. Consider the accessibility, cost, and convenience of transportation options for your guests. Will you cover the cost of shuttle service to and from the airport? Is that included with accommodation? How far is too far?
• Accommodation. Are you comfortable with a wedding at a large resort with multiple swimming pools and restaurants? Or do you prefer a smaller boutique-style hotel where you could potentially buy out the whole place for your guests? Will you cover any of the accommodation costs for your guests or are you happy to simply provide a discount code for them?

Establish Destination Wedding Guest List Criteria and Categories

• Begin by listing your immediate family members and closest friends who you cannot imagine celebrating without. These are the people who have played significant roles in your lives. Consider this your A-list.
• Next, consider including extended family members and close acquaintances who have been part of your journey as a couple or have a meaningful connection with you. Consider this your B-list.
• If you have a strict budget or prefer a more intimate gathering, you may need to limit plus ones to spouses, long-term partners, or immediate family members.
• Evaluate your friend groups and social circles. Decide whether you will invite entire groups or select individuals who hold a special place in your heart.
• Consider your professional relationships and decide whether you want to invite colleagues or acquaintances. Consider this your C-list.
• Discuss whether you will invite children to your destination wedding. You may choose to have an adults-only celebration or provide childcare options for families attending.
• Take into account any special circumstances or relationships that may warrant an invitation. This could include close family friends who have been like a second family to you or individuals who have played significant roles in your lives.

Once you have established your criteria and categories, review the list and make necessary adjustments. Be prepared for some tough decisions, and remember that it’s impossible to please everyone. Trust your instincts and keep your priorities in mind.

With a destination wedding guest list, most couples opt to send save-the-dates to the A-list first, saving lists B and C for when they have a better idea of who will come from the A-list.

Once all your save-the-dates are sent, communicate your decisions with grace and understanding. Be transparent about the limitations and challenges of a destination wedding. Expressing your love and appreciation for those you invite is essential while acknowledging that not everyone can be included.

Embrace Flexibility and RSVP Management

• Recognise that some guests may not be able to attend due to various reasons such as financial constraints, health concerns, or personal commitments. Be prepared for possible declines and embrace flexibility.
• Develop a system for managing RSVPs and gathering necessary information from your guests. Keep track of responses, dietary restrictions, and any special requests to ensure a smooth planning process.
• While you may have a clear vision of your guest list, be prepared for surprises and unexpected additions or cancellations, as you would with any wedding. While you’d think it’s unlikely guests will cancel at the last minute because of the investment they’ve made to attend, people still have extenuating circumstances like illnesses and professional obligations that may come up in the final two weeks before your wedding.

Determining your guest list for a destination wedding can be a joyful yet challenging task. By defining your vision, considering practicalities, and establishing clear criteria, you can curate a guest list that reflects your priorities and ensures an unforgettable celebration of love.

Considering a destination wedding? Our destination wedding and travel team can help.

Access our free wedding planning PDF by sharing your email.