Free planning tool
Guest List Calculator
Plan every seat perfectly
Manage RSVPs, plan seating, and calculate catering quantities by exact guest count. The essential tool before booking anything else.
👥 Use the calculator👥RSVP tracking
🏠Seating planner
🍽Catering quantities
⚡Instant results
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How it works
3 steps to your guest plan
Enter your guest count and event details for an instant seating and catering plan.
01
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Enter your guest count
Start with total invited, expected attendees, and confirmed RSVPs for accurate planning.
02
🏠
Choose your setup
Seated dinner, cocktail reception, or buffet — each requires different tables and staff numbers.
03
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Get your full plan
Receive seating layout, catering quantities, and a checklist to share with your venue and caterer.
Eventory Calculator
Guest List Calculator
Estimate your guest count, tables needed, kids count, VIP guests, and total guest budget impact for weddings, birthdays, corporate events, baby showers, and private parties.
Guest list tips
Get your numbers right
📅
Expect 15–20% no-shows
For most events, 15–20% of invited guests don’t attend. Use this to estimate final headcount before booking catering.
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Send invitations 8–12 weeks early
Give guests enough time to RSVP. Send a reminder 2 weeks before the deadline to get accurate numbers.
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Confirm table count with the venue
Most round tables seat 8–10. Add a buffer table if your guest count is unconfirmed to avoid last-minute scrambling.
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Collect dietary info with RSVPs
Add a dietary requirements field to your RSVP form. This data goes directly to your caterer and avoids day-of surprises.
Guest list questions
Guest planning FAQ
How many guests should I invite to my event?+
A good rule: invite 20–30% more than your target attendance since not everyone will accept. For a wedding of 100, invite 120–130. Adjust based on how well you know your guests — close family RSVPs yes at a higher rate.
How long before the event should I send invitations?+
For weddings: save-the-dates 9–12 months ahead, invitations 6–8 weeks before. For birthday parties and corporate events: 4–6 weeks is standard. Set an RSVP deadline 2–3 weeks before the event.
How many tables do I need for my guests?+
For round tables seating 8: divide guest count by 8 and add one extra. For tables of 10: divide by 10. Always confirm the layout with your venue as room dimensions affect how many tables fit comfortably.
What is a good RSVP response rate to expect?+
For weddings: 80–90% typically respond yes. Corporate events: 50–70%. Social parties: 60–75%. Always confirm your final headcount with all vendors at least 14 days before the event.
Should I seat people or allow free seating?+
Assigned seating is strongly recommended for events of 40+ guests. It eliminates awkwardness, helps caterers with dietary requirements, and makes the event run more smoothly.
From the blog
Event planning guides
📚
🎁 Eventory guide — $4.99
From Zero to Fabulous
Beginner-friendly event planning guide — weddings, parties & luxury events.