Wedding guest list management your whole team can trust
RSVPs, dietary needs, and who is staying over, all in one live list. No more spreadsheet versions, no more surprises at the kitchen pass.
The guest list is where wedding admin quietly goes wrong
Most venues run guest lists the same way: a spreadsheet emailed between the coordinator and the couple. The couple keeps one version, the coordinator keeps another, and reception is working from a printout that was accurate a week ago. Somewhere in between, a guest's shellfish allergy or a late plus-one falls through the gap.
The stakes are not small. Catering numbers drive your costs, dietary details are a safety matter, and the couple notices immediately when a detail they told you weeks ago has been lost. All of it depends on one document staying accurate across dozens of edits by different people.
Ceremonio keeps a single live guest list inside each wedding's workspace. Anyone on the team sees the current version, RSVPs and dietary totals update as details change, and the kitchen gets numbers that match reality.
Everything the guest list needs to carry
Built around how venue teams actually use guest information: for catering, for accommodation, and for the day itself.
RSVP tracking
Record each guest as invited, confirmed, or declined. Your headcount updates as answers come in, so you always know where the numbers stand.
Dietary requirements & allergies
Log dietary needs and allergies against each guest, with totals for the wedding at a glance. Your kitchen briefing writes itself.
Accommodation flags
Mark which guests need somewhere to stay. If your venue has rooms, this feeds straight into your accommodation planning.
Live summary counts
Confirmed guests, day and evening numbers, dietary totals. The summary updates itself every time the list changes.
One list per wedding
Every wedding keeps its own guest list inside the wedding workspace, next to the timeline, proposal, and payment schedule.
Whole-team visibility
Coordinators, catering, and front of house all see the same up-to-date list. No more printouts from last Tuesday.
Guest lists are one part of Ceremonio's wedding venue management software. Guests staying over? See accommodation management.
What changes when the list lives in one place
Catering numbers you can stand behind
Day guests, evening guests, dietary totals: the summary updates itself as RSVPs land. When the kitchen asks for final numbers, you read them off the screen instead of reconciling three spreadsheets.
Dietary details that do not get lost
An allergy noted against a guest stays with that guest. It is visible to everyone who needs it, from the coordinator taking the call to the catering manager writing the briefing.
A straight line from guest list to room list
For venues with rooms, flagging who needs accommodation on the guest list means your room allocation starts from real data, not a separate email thread with the couple.
One answer to "which version is right?"
The list in Ceremonio is the list. Changes are visible to the whole team the moment they are made, so nobody is working from last Tuesday's printout.
Built with venues, not just for them
Ceremonio is in early access. We are developing it hands-on with UK wedding venues, and early partners get direct founder access, priority on feature requests, and a rate fixed for 12 months.
Book a demo and see what we are buildingFrequently asked questions
What is wedding guest list management software?
It is a tool for keeping every detail about a wedding’s guests in one place: who is invited, who has confirmed, dietary requirements, and who needs accommodation. For venues, it replaces the spreadsheet that gets emailed back and forth with the couple and goes out of date the moment it is printed.
Can I track dietary requirements and allergies?
Yes. Dietary needs and allergies are recorded against each guest, and Ceremonio shows totals for the whole wedding at a glance, so your kitchen and catering team get accurate numbers without chasing the coordinator.
Can couples update their own guest list?
Today the venue team manages the guest list, usually from the details the couple provides. Couple self-service, where guests RSVP directly through a portal, is on our roadmap.
Does it handle accommodation for overnight guests?
Yes. Guests can be flagged as needing accommodation, and if your venue has rooms, cottages, or lodges, Ceremonio’s accommodation management handles the bookings themselves, with availability checks that prevent double-booking.
How does this help with final catering numbers?
Summary counts update automatically as RSVPs and dietary details change, so the number you give your kitchen is the number on the list, not a figure from an old spreadsheet version.
Is guest list management included in Ceremonio’s pricing?
Yes. Guest lists are part of the core Ceremonio platform, not a paid add-on. Every plan includes them, alongside proposals, payment schedules, and wedding management.
Ready to give your coordinators their time back?
Join venues shaping the future of wedding management. Fix your rate for 12 months and get every feature we ship on the core platform.