Great Lock‑In: Guest List in 30 Days

Why the “Great Lock‑In” is perfect for the guest list

The “Great Lock‑In” is the seasonal challenge where you deliberately lock yourself in to focus on tasks that otherwise get left undone. That’s exactly how the guest list feels: big, detailed, emotional. The solution: we break the task into four clear weeks with micro‑tasks — including templates, sample texts and smart tools. Result: you get planning certainty, can reliably brief vendors/service providers and save real money by avoiding planning mistakes (too much food, wrong place cards).

Why the guest list is the biggest source of stress

• Emotions: Who to invite? How to handle the B‑list, plus‑ones, children?
• Logistics: Responses come in unevenly, reminders take time, data is scattered across emails, DMs and spreadsheets.
• Dependencies: Catering, seating plan, print materials, hotel blocks, shuttle — everything depends on the final headcount. The Lock‑In approach creates clear stages, measurable goals and daily micro‑wins that keep you motivated.

Overview of the 30‑Day Challenge

• Week 1: Check invitations, go live with the RSVP system, first reminders.
• Week 2: Collect menu choices & special requests, follow up with key people.
• Week 3: Draft the seating plan, plan vendor deadlines backwards.
• Week 4: Gather playlist inputs, final follow‑ups, export final files for venue/catering.

Week 1: Clarify invitations & open RSVPs (Days 1–7)

Goal: 70–80% of the core list confirmed, all channels set up cleanly. How to do it:

1. Consolidate the master list. Import contacts from phone, email and old lists. Tag groups (family, uni, work), plus‑ones and children. Tip: Consistent spelling (first/last name, diacritical marks) saves corrections later when printing place cards.
2. RSVP system in 30 minutes. Create a wedding site with a central RSVP form and QR‑Code. Brief guests: deadline, plus‑one rules, dress code, hotel/travel, contact person. Put the QR‑Code on invitations/detail cards, and the link in emails and WhatsApp.
3. Set a deadline — with buffer. Plan 4 weeks for responses and allow a 10–14 day buffer for follow‑ups. Watch for venue/hotel lock‑in dates (room release!).
4. Reminder #1 (Day 5). Short, friendly message to everyone who hasn’t replied. Suggested text: "Hey [Name], we’re so excited to have you! So we can finalise catering & the seating plan: please confirm/decline here by [Date]: [Link]. Thanks!"
5. Data hygiene: Merge duplicates, correct typos, cleanly merge multiple replies. WedSet‑Shortcut: The guest list feature centralises RSVPs, marks plus‑ones, sends batch reminders via email/WhatsApp templates and shows in real time who’s still outstanding.

Week 2: Collect menu choices & special requests (Days 8–14)

Goal: All RSVPs have menu choices & special needs recorded. How to do it:

1. Extend the form. Fields: Menu A/B/C, vegetarian/vegan, allergies/intolerances (free text + required field "None"), religion/preferences (halal, kosher), high chair/children's meal, accessibility (wheelchair, hearing support).
2. Reminder #2 (Day 10). Only to confirmed guests without menu/needs. Short & specific: "Thanks for your RSVP! Could you please select your menu & indicate any special needs by [Date]? [Link]"
3. Check the data. Flag clusters (e.g. nut allergy), cross‑check with venue/caterer. Plan alternatives for 1–2 late decision makers and intolerances.
4. Facts to keep in mind. Allergies and intolerances are common in Germany — so ask clearly and mark things cleanly. For older guests: seat them near exits/toilets and away from loudspeakers. WedSet‑Shortcut: Responses go directly to each guest profile; filter "Allergies ≠ empty", export as CSV/PDF for catering; automatic notes for place cards ("vegetarian", "nut‑free").

Week 3: Finalise seating plan & event details (Days 15–21)

Goal: Seating arrangement exists as a living draft that will only need fine‑tuning when the final number is set. How to do it:

1. Set the framework. Consider table shapes, capacities, dance floor/tech. Mix guests by relationship/interests, not just by family branches. Seat older guests and families with children in a guest‑friendly way.
2. Build a draft. Start with family/VIPs, then fill friend groups. Plan 1 reserve table or 1–2 free seats for spontaneity — this prevents domino effects when late cancellations happen.
3. Prepare print materials. Have drafts of table numbers, name cards and menu inserts ready; wait to print until after Week 4.
4. Plan vendor timing backwards. Many venues/caterers want the final headcount and seating plan about 7–14 days before the event. Set your internal deadlines so exports are final by then. WedSet‑Shortcut: Drag‑&‑drop seating plan, live sync with guest list (status, menus, allergies), export as PDF/JPG for decor printing and as a list with table names/seat numbers for the service team.

Week 4: Playlist inputs & final follow‑ups (Days 22–30)

Goal: Close the last open RSVPs, curate song requests, have everything export‑ready. How to do it:

1. Mini music survey (Day 22). Max 1–2 favourite songs per guest. Ask the couple for clear no‑gos. Note: A good DJ blends your favourites with classics; use guest requests to shape mood — curate them, don’t leave a wishbox unfiltered.
2. Reminder #3 (Day 24). Personal message to the remaining open guests (phone often works best for aunts & uncles). Communicate a firm but warm cut‑off.
3. Final Call (Day 28). Last batch reminder to everyone who still hasn’t provided menu/special needs. After that, close the form.
4. Wrap‑up (Day 30). Export files for venue/caterer (headcount, menus, allergies), seating plan PDF and vendor briefing (timeline, contact person, special notes). WedSet‑Shortcut: Playlist survey directly in the guest list; tag "DJ" for exports of your must‑play/do‑not‑play; automatic batch export "Catering" with filters (vegetarian, vegan, gluten‑free etc.).

Practical tips that save you time

• Consistent communication: A central FAQ on your wedding site answers 90% of questions (dress code, parking, shuttle, children, photos, gifts). Link it in every message.
• Clear rules on plus‑ones & children: Phrase them kindly but clearly. Example: "Due to limited space we’re celebrating on a small scale — please attend without a guest. Children welcome until 10 pm (kids' table/care on site)."
• Data upkeep: 10 minutes daily. Short and regular is better than one chaotic session. This is your personal "Lock‑In" in mini‑format.
• QR‑Code safety: Use static QR‑Codes or reliable providers; avoid subscriptions that deactivate codes after a trial. Test each code on different devices.
• Print only after Week 4: Saves money and nerves — and avoids misprints caused by late changes.

Motivation: Why this Lock‑In pays off

The trend works because it combines structure with momentum. Psychologically, the "fresh start" in autumn helps you stay consistent. After 3–10 weeks routines become noticeably easier — the perfect base to enter the final stretch calmly. Apply this mindset to your guest list, and you’ll notice: the mountain is smaller than it looks.

Templates & sample texts

• RSVP subject (email): "[Eure Hochzeit] – kurze Rückmeldung bis [Datum]"
• WhatsApp Reminder #1: "Hello ihr Lieben, könnt ihr uns bis [Datum] hier kurz zu‑/absagen? [Link] Danke! ❤️"
• Menu reminder: "Thanks for your RSVP! Please choose your menu & note any special needs by [Date] here: [Link]"
• Final Call: "Last check before printing — please respond by [Date], otherwise we’ll continue planning without you. Thanks for the quick reply!"

How wedset.app supports you — unobtrusive, but effective

• Guest list as a single source of truth: import, tags, plus‑ones, children, VIP marking.
• Smart RSVPs: invite lists, personalised links, auto‑reminders via email/WhatsApp templates, QR‑Codes.
• Form builder: menus, allergies, shuttle/hotel, music — all in one flow.
• Seating plan editor: drag‑&‑drop, automatic capacities, live sync with menus/allergies, PDF/CSV export for vendors.
• Reports & exports: catering lists by menu/diet, check‑in lists, print exports for cards & table numbers.

Conclusion: Into the final stretch with structure

In 30 days you can lock the guest list — if you break it into manageable micro‑tasks, set clear deadlines and invest 10 minutes a day. The "Great Lock‑In" turns from a social trend into your personal project booster. Best of all: you head into the final phase of your wedding planning relaxed, because all the numbers add up.