How to Create a Guest List for Your Destination Wedding (Without the Stress!)

Planning a destination wedding is exciting, but one of the first and trickiest questions couples face is: "How many guests will actually attend?"

If you’re wondering how to estimate your guest count, you’re not alone! Many couples start with a list of 200 people, only to find that only half actually make the trip. But this is ok! Destination weddings are naturally more intimate than traditional weddings. To avoid overcommitting on rooms or underestimating attendance, we’re breaking down a stress-free formula to help you build your perfect guest list.

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Step 1: Start with a Master Guest List

The best way to begin? Write down everyone you’d invite to a wedding at home. From here, you’ll categorize them into three groups:
 

• A-List: Immediate family, wedding party, and your closest friends. These are the people who will 100% be there no matter what.
• B-List: Friends and extended family who would love to come, but may have financial, work, or family obligations that could prevent them from traveling.
• C-List: Distant relatives, coworkers, and acquaintances—people you feel obligated to invite, but who are unlikely to attend.

Why does this breakdown help? Because not everyone you invite will actually RSVP "yes"—and that’s completely normal!

Step 2: Use the 50% Rule to Estimate Attendance

Here’s a simple yet pretty accurate way to determine how many guests will actually attend:
 
Formula:

Take everyone on your A-List
Add half of your B-List
= Estimated Final Guest Count
 
Most destination weddings see about 50% of invited guests attend, but this percentage can fluctuate. A few factors that may affect your numbers:
 
Close-knit family & friends? You might have a higher turnout.
Expensive or far-away destination? Your percentage could be lower.
Wedding at an all-inclusive resort? Guests may see it as a fun vacation and be more likely to say yes!

Step 3: Secure the Right Number of Rooms in Your Block

​Now that you have a thoughtful headcount, it’s time to reserve rooms for your guests. Resorts require a deposit (usually $100 per room) to hold rooms for your group.
 
Why does this step matter?
Booking too many rooms = A higher deposit + potential penalties for releasing unbooked rooms.
Booking too few rooms = Late RSVPers may struggle to find a room, or rates may increase.
 
Expert Tip: Work with a destination wedding travel expert (like us!) to get the best group rates, ensure flexibility, and avoid financial risks.

Step 4: Set a Guest Confirmation Deadline

Not everyone will book their room right away—so it’s important to create a clear booking deadline to give you enough time to finalize details with your resort.
 
Here’s a timeline that works well:
 
14-16 months before the wedding: Send Save-the-Dates and open the room block for reservations.
10-11 months before: Close the room block for reservations. Closing the block creates urgency.
6-10 months before: Send reminders to guests.
4-5 months before: Final payments for guest rooms are due.
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Guests who wait too long may miss out on the best rates, so be sure to emphasize the importance of early booking in your invitations!
 
Common Guest List Challenges & How to Handle Them

❌ “Everyone says they’re coming, but no one has booked yet!”
✔️ Solution: Until a guest puts down a room deposit, they aren’t officially attending. Send friendly reminders and emphasize booking deadlines. Your destination wedding travel expert should be able to help with this.
 
❌ “What if more people RSVP ‘yes’ than I planned for?”
✔️ Solution: Keep a few extra rooms on hold, but don’t overcommit. Your wedding travel expert can help adjust your room block as needed.
 
❌ “Some guests want to book outside the group block to save money.”
✔️ Solution: Politely explain why booking in the block helps everyone—group perks, better rates, and making sure everyone is at the same resort for wedding events. Many resort charge fees to guests who book outside the room block.

Bonus: Free Destination Wedding Guest List Planner!

Want to make organizing your guest list even easier? Download our FREE Destination Wedding Guest List Planner!
 
This planner includes:

• A printable guest list template
• An RSVP tracker
• Expert tips for handling guest communication

Download the free guest list planner here!

​Creating a guest list for your destination wedding doesn’t have to be stressful! Remember...
 
Start with a master list and divide guests into A, B, and C categories.
Use the 50% rule to get an accurate estimate.
Be strategic with your room block so you don’t overcommit.
Set a clear RSVP deadline to keep guests on track.
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Need expert guidance?
At Romance Travel Group, we specialize in destination weddings and take the stress out of the planning process. Let’s make your dream wedding effortless!
 
Contact us today for a free consultation!

Schedule your free planning call!