At first glance, creating your party guest list is easy. Invite your friends for a good time! But as you start party planning, you realize there are many considerations, especially if there’s a guest of honor contributing their ideas, too.

Here’s how to decide on the perfect party guest list.

Start with a guest wish list.

he guest list is the foundation of all other party decisions. We’ll show you why and how to decide who should come to this particular party.

No, we don’t mean a wish list of celebrities!

This is a “brain dump” of everyone or anyone who would expect to be, or could be, invited to this particular party.

Write down the name of everyone you’d like to invite, off the top of your head: co-workers you adore, close friends, and family members you see all the time. Put an asterisk beside the must-have guests.
Now think of people you’d like to have a better relationship with, and those who are fun to be around.
If you’re hosting a party for someone else, ask the Guest of Honor who they’d like to see there.
Have you been to a party and now need to reciprocate the invitation? Put their name on the wish list, too.

Now whittle that down to THE list.

Contact the important guests.

Contact the guests with the asterisk beside their name to see what dates they’re available for a party. (Your child would be disappointed if their best friend wasn’t able to come to their birthday party. It’s even more important for baby showers and other milestone celebrations.)

This is why the guest list is important. Who is at your party makes the party. The rest makes for great photos, but it’s the interaction between the guests that makes a party memorable.

This is when you set the date for your party, the day your best, most important guests can attend.

So – how will the people on your guest list interact?

how will the guests at your party get along

Take another look at your guest list.

Do these people get along? Is it going to be a blast – or are they going to be reluctant to participate because they don’t know each other or – even worse – don’t mesh as a group?

It’s better to leave one or two off the guest list than to have an awkward party – or one that’s unforgettable in the wrong way.

What would they like to do?

If they are the kind (or kids of the age) who don’t like activities, plan a movie for your entertainment. But if they’re active kids excited about a party, movie time is going to be chaotic. This is another reason why your guest list is important.

Your guests should have similar interests and personality types.

Mixing a wallflower in with an exuberant group isn’t a good idea. They won’t enjoy themselves. If your wallflower is an important person for the event, assign a “party companion” to help them feel part of it all. (This is how my son met his girlfriend. He must have been a great party companion.)

Don’t rely on the sparkling conversation of adults or on kids playing together as the main event of your party.

How many parties have you experienced where this worked out well? We discuss that later in the entertainment planning, but for now, ensure you have a group of people who enjoy each other’s company.

Are there too many guests who work together?

They may dominate the conversation by talking shop. Not fun for others. Ditto for guests who enjoy the same hobby.

Be ruthless. Be brave. Only invite the people you know will be lots of fun at this particular party.

Cross off a few names from the list that wouldn’t enjoy themselves or contribute to the joy of the party. You’re doing both of you a favor.

Be realistic. Only invite the number of people you can comfortably afford or fit into the party venue.

Make a B list of guests to invite if other guests are unable to attend. If someone’s feelings are hurt because they are left out, be gracious and tell them how sorry you are that your budget was so tight for this one, maybe next time.

If it is a large party or a family reunion where you need to know who is coming to plan other details, send out a Save the Date notice. They’re not just for weddings! Be sure to tell them the cutoff date for replying. Then, instead of sending an invitation to the party, you send a confirmation with all the necessary details.

Other considerations based on your guest list.

When you plan your menu, consider your guests’ tastes.

Don’t plan a gourmet meal for a group of people who would prefer a cookout.

Is there someone on your guest list with dietary considerations? Make a note of a peanut allergy so you don’t put nuts on your menu.

If there’s a vegan, ensure there are several selections on the menu for them, too. (My daughter is vegan, and she feels so sad when she’s excited about a party and discovers there’s nothing there she can eat. But when the hostess remembers to make something special for her? She truly feels cherished.)

Plan a party theme that will thrill them.

If your daughter is inviting lots of boys to a kids’ party, they probably aren’t going to be thrilled with a princess or Frozen theme. Anticipation is important to having a successful party. Attendance is better, and excitement at the party is heightened.

How many guests are ideal?

If it’s a party in your home or backyard, how many can comfortably fit? If you’re renting a venue, what is their guest limit? How many can you afford? If you don’t stay on budget, you won’t want to have another party, which would be soooo sad.

Use a spreadsheet to keep track of guests for this & future parties.

A party guest list spreadsheet is the best way to keep track of all the information you need for a well-planned party that wows your crowd. It’s a hosting superpower. We explain why, what information to include, and how to create your guest list spreadsheet.

Party Guest List Spreadsheet