Wedding Guest Count Calculator
Based on Australian industry standards (average $350-$400 per guest)
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There’s no magic number for how many people to invite to a wedding. But if you’re staring at a spreadsheet of names, wondering if 150 is too many or 50 is too few, you’re not alone. The right guest count isn’t about tradition or what your cousin did-it’s about your budget, your space, your relationship with each person, and what kind of day you actually want.
Start with your budget
Your budget is the first real limit. In Australia, the average cost per guest for a wedding is between $250 and $450, depending on location, catering style, and whether you’re serving alcohol. If your total budget is $20,000, that gives you a hard cap of around 60-80 guests-even before you pay for the venue, music, or your dress. Many couples overlook this until they’re halfway through planning and suddenly realize they can’t afford to invite their entire extended family.
Don’t just think about food and drinks. Factor in seating, tableware, favours, transportation, and even the extra cost of a larger cake or more cocktail staff. A 120-person wedding isn’t just twice the cost of a 60-person one-it’s often three times as expensive because you need more staff, more space, more rentals, and more logistics.
Know your venue’s limits
Some venues have fixed capacities. A beachside gazebo might only hold 40 people comfortably. A heritage hall might require a minimum of 100. If you fall in love with a place but it only fits 70, you have two choices: shrink your list or find another venue. There’s no point in inviting 120 people if your venue can’t fit them without people standing in the aisle or spilling into the parking lot.
Also consider comfort. A crowded wedding feels chaotic. A spacious one feels relaxed. If you want people to talk, dance, and actually enjoy themselves, give them room. Most couples regret having too many guests-not too few.
Who really belongs on your list?
Here’s a simple trick: write down every name you think of. Then, go through each one and ask: Would I still invite them if I were having dinner at home tonight?
If the answer is no, they don’t belong at your wedding. That includes:
- People you haven’t spoken to in five years
- Co-workers you only see at holiday parties
- Friends of friends you met once
- Extended family members you’ve never met
Weddings aren’t obligation events. They’re celebrations of connection. If you’re inviting someone out of guilt, pressure, or fear of what people will say, you’re not planning a wedding-you’re planning a social obligation.
Most couples end up cutting 20-30% of their original list. That’s normal. It’s not rude-it’s practical.
The 50/50 rule for couples
Many couples split the guest list evenly: 50% from your side, 50% from theirs. That works if you both have similar-sized families and friend groups. But if one of you has a huge family and the other has no siblings and only three close friends, that rule doesn’t help-it causes fights.
A better approach: agree on a total number first, then divide based on what feels fair. Maybe you get 60 and your partner gets 40. Maybe one of you gets 70 because their parents are paying for half the reception. Talk about it early. Don’t wait until the invites are printed.
What’s the sweet spot?
There’s no universal answer, but most Australian weddings fall between 60 and 120 guests. Here’s how it breaks down:
- Intimate (30-60 guests): Best for couples who want a quiet, personal day. Often held at home, a small garden, or a rustic venue. Costs lower. Emotionally richer.
- Medium (70-100 guests): The most common range. Lets you include close family, childhood friends, and a few work colleagues. Balanced between intimacy and celebration.
- Larger (110-150+ guests): Usually driven by big families or cultural expectations. More expensive. Harder to manage. Often feels more like a party than a wedding.
Studies from the Australian Wedding Industry Report (2024) show that couples who kept their guest list under 80 reported higher satisfaction with their wedding day. They felt more present, less stressed, and more connected to the people who mattered.
What about kids?
Do you invite children? Many couples choose to make it adults-only to keep things calm and avoid the chaos of toddlers running through the dance floor. But if you’re inviting parents, it’s often expected that kids come too.
Be clear in your invitations. If it’s adults only, say so: “We’re hosting an adults-only celebration to keep the evening relaxed.” If kids are welcome, mention that too. Don’t leave it ambiguous-people will assume either way, and you’ll end up with extra high chairs you didn’t plan for.
What about plus-ones?
Do you give every guest a plus-one? Not unless they’re in a serious, long-term relationship. A date you met three months ago doesn’t deserve a seat at your table. But if someone’s been with their partner for five years, they should bring them.
Some couples only allow plus-ones for married or engaged guests. Others give them to everyone. Decide what fits your budget and your values. There’s no rule-only consequences. Every extra person adds $300-$500 to your bill.
How to handle pushback
When you cut someone from the list, expect questions. “But why didn’t you invite Aunt Linda?” “I thought we were close!” “My whole family is coming-why not mine?”
There’s no perfect script, but honesty works best. Try: “We had to keep the guest list small to make sure we could really enjoy the day with the people closest to us. We hope you understand.”
If someone gets upset, remember: your wedding is not a popularity contest. You’re not being mean-you’re being intentional.
Final checklist before sending invites
Before you hit send on those invitations, ask yourself:
- Does this number fit my budget?
- Can the venue handle this many people comfortably?
- Do I know and care about every single person on this list?
- Am I inviting people because I want them there-or because I’m afraid of what they’ll think?
- Have I talked to my partner and agreed on the total?
If you can answer yes to all five, you’ve got the right number.
What happens if you go over?
If you’ve already sent invites and realize you’re over budget? You can still cut. Send a polite note: “We’ve made some adjustments to our plans and are now hosting a smaller celebration. We’d love to celebrate with you another way-let’s plan a dinner soon.”
Most people understand. They care about you, not the number of chairs at your table.