Build the guest list in three tiers (must-invite, should-invite, could-invite), then apply turnout rates by function: 90%+ for lunch muhurthams, 70–85% for receptions, 50–60% for pre-events like sangeet. Set your catering guarantee at expected turnout minus 5%, with a 10% scale-up buffer — venues can always cook more, never less.
Every wedding budget conversation is secretly a guest list conversation: at ₹600 a plate, each name is a banknote. Here is the tiered system that keeps counting honest and families intact.
Three tiers, one spreadsheet
- Tier 1 — must-invite: immediate family, closest friends, elders whose absence would be felt. Usually 100–150 names.
- Tier 2 — should-invite: extended family, colleagues, neighbours, community. The negotiable middle, typically 200–400.
- Tier 3 — could-invite: parents’ wider circles, distant relatives, "we attended theirs". The tier that doubles budgets.
Agree the tier boundary with both families before venue hunting — the tier you draw the line at decides which hall you need and half your total cost. Both sets of parents get equal Tier-3 allocations; equality kills most list arguments.
Predicting who actually comes
| Function | Typical turnout of invitees |
|---|---|
| Lunch muhurtham (weekend, auspicious date) | 90–100% |
| Evening reception (city, working day) | 70–80% |
| Evening reception (weekend) | 80–85% |
| Sangeet / mehendi (invite-subset) | 50–60% |
| Outstation guests overall | 60–70% |
Converting the list into a catering guarantee
- Guarantee = expected turnout minus 5%; keep a written 10% scale-up clause for the day
- Lock the final count 48–72 hours out after chasing RSVPs through family WhatsApp captains — one per branch
- Add 3–5% for the +2 problem: uninvited plus-ones happen at every Indian wedding; budget them, don’t fight them
- Remember vendor meals: photographers, décor, band and drivers add 15–40 plates at a simpler rate
Frequently asked questions
What percentage of wedding invitees actually attend?
How do I set the catering guarantee number?
How do families keep the guest list from ballooning?
Planning an event? Talk to the team that hosts 200+ a year.
Check your date, walk the halls and taste the menu — no obligation. We respond within one working day.
