GUEST COORDINATION GUIDE Love Knows No Limits - Wedding Officiant Services ======================================== GUEST LIST MANAGEMENT ======================================== Total Guests Expected: _____ Plus-ones Allowed: ☐ Yes ☐ No Children Welcome: ☐ Yes ☐ No Dietary Restrictions to Note: _______________ Guest Tracking Spreadsheet (create and update): Columns to Include: ☐ Guest name ☐ Relationship to couple ☐ Phone number ☐ Email address ☐ RSVP status ☐ Dietary restrictions ☐ Seating preference ☐ Plus-one name (if applicable) ☐ Children attending ☐ Mobility accommodations needed ======================================== RSVP PROCESS & TIMELINE ======================================== Save-the-Date Sent: __________ ☐ Online ☐ Email ☐ Postal Recipients: _________ people Formal Invitation Sent: __________ ☐ Online ☐ Email ☐ Postal RSVP Method: ☐ Online form ☐ Email ☐ Phone ☐ Card RSVP DEADLINE: __________ Acceptance Template (email/messaging): "Dear [Guest Name], Thank you so much for joining us to celebrate our wedding on [Date]! We're excited to celebrate with you. Ceremony Time: _________ at [Location] Reception Time: _________ at [Location] [Parking/Transportation Details] [What to Wear] [Any Special Details] Please confirm your attendance by [Date]. With love, [Your Names]" ======================================== RSVP TRACKING ======================================== Total Invitations Sent: _____ RSVPs Received: _____ Declined: _____ No Response: _____ Target Response Rate: _____% Deadline Follow-up: Date: _________ Calls/Emails sent to: _____ Confirmed responses: _____ Still No Response: _____ Final Guest Count by: __________ ======================================== SPECIAL DIETARY NEEDS ======================================== Dietary Restriction Categories: Vegetarian/Vegan: Guest: ________________________ ☐ Vegetarian ☐ Vegan Guest: ________________________ ☐ Vegetarian ☐ Vegan Guest: ________________________ ☐ Vegetarian ☐ Vegan Gluten-Free: Guest: ________________________ Details: ___________ Guest: ________________________ Details: ___________ Allergies: Guest: ________________________ Allergic to: ________ Guest: ________________________ Allergic to: ________ Guest: ________________________ Allergic to: ________ Other Restrictions: Guest: ________________________ Restriction: ________ Guest: ________________________ Restriction: ________ Total Dietary Special Meals Needed: Vegetarian meals: _____ Vegan meals: _____ Gluten-free meals: _____ Allergy-free meals: _____ Communicate Dietary Needs to Caterer by: __________ ======================================== SEATING CHART PLANNING ======================================== Ceremony Seating Notes: ☐ Reserved seating for family ☐ Accessibility seating identified ☐ Aisle seats for those needing easy access Reception Seating: Total Tables: _____ Seats per table: _____ Total Capacity: _____ Table Themes/Names (optional): Table 1: _________________________________ Table 2: _________________________________ Table 3: _________________________________ Table 4: _________________________________ Reserved Tables: ☐ Immediate family table ☐ Wedding party table ☐ Elderly/accessibility table ☐ Children's table (if applicable) Seating Strategy: How will you group guests? (by family, friend groups, etc.) _____________________________________________ _____________________________________________ Awkward Guest Separations (keep apart): Pair 1: ________________________ & ________________________ Pair 2: ________________________ & ________________________ Pair 3: ________________________ & ________________________ Special Seating Requests: Guest: ________________________ Request: ___________ Guest: ________________________ Request: ___________ Finalized Seating Chart by: __________ ======================================== SEATING CARD DETAILS ======================================== Seating Cards Needed: ☐ Yes ☐ No Format: ☐ Printed ☐ Handwritten ☐ Calligraphy Design/Color: ________________________ Quantity: _____ SAMPLE SEATING CARD FORMAT: Table #: ____ Seat #: ____ "Mr./Ms. _______________ Please join us at Table ____" ======================================== GUEST ACCOMMODATIONS ======================================== Mobility Accessibility: Guests needing accommodations: Guest: ________________________ Need: ___________ Guest: ________________________ Need: ___________ Guest: ________________________ Need: ___________ Accommodations Provided: ☐ Wheelchair accessible entrance ☐ Accessible restrooms ☐ Reserved close parking ☐ Accessible seating ☐ ASL interpreter ☐ Mobility assistance available Elderly Guests: Guest: ________________________ Age: _____ Needs: _____ Guest: ________________________ Age: _____ Needs: _____ Childcare Considerations: Children attending: Name: ____________ Age: ____ Attending ceremony: ☐ Yes ☐ No Name: ____________ Age: ____ Attending ceremony: ☐ Yes ☐ No Name: ____________ Age: ____ Attending ceremony: ☐ Yes ☐ No Childcare services arranged: ☐ Yes ☐ No Kids' activities planned: ☐ Yes ☐ No Kids' meal options: ☐ Yes ☐ No ======================================== OUT-OF-TOWN GUESTS ======================================== Guests Traveling from Out of Town: _____ Hotel Recommendations: Hotel 1: ________________________ Phone: ____________ Hotel 2: ________________________ Phone: ____________ Travel Directions: _____________________________________________ _____________________________________________ Parking Information: _____________________________________________ _____________________________________________ Weather-Appropriate Clothing: _____________________________________________ _____________________________________________ Local Attractions/Entertainment: _____________________________________________ _____________________________________________ Special Arrangements: ☐ Wedding shuttle service arranged ☐ Accommodation block reserved ☐ Airport pickup available ☐ Welcome gifts prepared Guest Accommodation Notes: _____________________________________________ _____________________________________________ ======================================== WEDDING PARTY COORDINATION ======================================== Best Person: ________________________ Phone: __________ Maid/Matron of Honor: ________________________ Phone: __________ Groomsmen: 1. ________________________ Phone: __________ 2. ________________________ Phone: __________ 3. ________________________ Phone: __________ Bridesmaids: 1. ________________________ Phone: __________ 2. ________________________ Phone: __________ 3. ________________________ Phone: __________ Ceremony Roles & Responsibilities: Best Person: ________________________ Maid of Honor: ________________________ Readers: ________________________ Ring Bearer: ________________________ Flower Girl: ________________________ Pre-Wedding Events: Rehearsal Date: __________ Time: __________ Location: __________ Rehearsal Dinner: ☐ Yes ☐ No Date: __________ Bachelor/Bachelorette Party: ☐ Yes ☐ No Date: __________ Bridal Shower: ☐ Yes ☐ No Date: __________ Communication Timeline: Date: __________ Send ceremony details to wedding party Date: __________ Confirm attendance at pre-events Date: __________ Final clothing/style confirmation Date: __________ Day-of logistics briefing ======================================== FAMILY COMMUNICATION ======================================== Family Introductions: ☐ Have bride's and groom's families met before? ☐ First meeting will be at wedding - plan introduction time Family Coordination: Bride's Parents: ________________ / ________________ Groom's Parents: ________________ / ________________ Bride's Siblings: _________, _________, _________ Groom's Siblings: _________, _________, _________ Family Tensions/Considerations: _____________________________________________ _____________________________________________ Seating Plan (keeping peace): _____________________________________________ _____________________________________________ Communication Strategy: ☐ Introduce families before ceremony ☐ Seat families at separate tables ☐ Designate neutral person as point person ☐ Prepare contingency for family drama Special Family Requests: _____________________________________________ _____________________________________________ ======================================== GUEST COMMUNICATION TEMPLATES ======================================== SAVE-THE-DATE: "We're getting married! Save the Date: [Date] [Location] A formal invitation will follow. We can't wait to celebrate with you! [Bride] & [Groom]" FORMAL INVITATION: "[Bride] and [Groom] request the honor of your presence at their wedding ceremony on [Date] at [Time] [Location] Reception to follow RSVP by [Date] [Contact Information]" FINAL REMINDER (1 Week Before): "We can't wait to celebrate with you on [Date]! Ceremony: [Time] at [Location] Reception: [Time] at [Location] Parking: [Info] Dress: [Description] Any questions? Contact: [Number] See you soon! [Bride] & [Groom]" THANK YOU NOTE (After Wedding): "Dear [Guest Name], Thank you so much for celebrating with us on our wedding day. Your presence meant the world to us. We're so grateful to have you in our lives. With love, [Bride] & [Groom]" ======================================== GUEST ARRIVAL CHECKLIST ======================================== Day-Of Guest Management: 30 Minutes Before Ceremony: ☐ Greet arriving guests ☐ Direct to parking ☐ Distribute programs ☐ Guide to ceremony seating Ceremony Time: ☐ All guests seated ☐ Latecomers accommodated ☐ Children settled ☐ Any emergencies handled After Ceremony: ☐ Transition to reception ☐ Greet line organized ☐ Coat check ready (if applicable) ☐ Restrooms directed Reception: ☐ Guest book/card table ready ☐ Seating cards placed ☐ Cocktail hour direction clear ☐ Bar service ready ☐ Dinner service begins on schedule Special Guest Needs: ☐ Elderly guests assisted to seats ☐ Children activities started ☐ Dietary meals distributed correctly ☐ Accessibility needs met ======================================== EMERGENCY CONTACTS FOR GUESTS ======================================== Post this information for guests: Wedding Coordinator: ________________ Phone: __________ Venue Manager: ________________ Phone: __________ Parking Attendant: ________________ Phone: __________ Emergency Contact: ________________ Phone: __________ Local Hospitals: Hospital 1: ________________________ Distance: ________ Hospital 2: ________________________ Distance: ________ Pharmacy: ________________________ Phone: __________ Taxi/Uber: ________________________ Phone: __________ ======================================== Remember: Great guest coordination makes for a smooth, enjoyable celebration for everyone! For help with ceremony planning and guest coordination, contact your officiant at Love Knows No Limits.