Answers
How do I manage
400 guests?
Everything that works at eighty guests fails somewhere between two and three hundred. Here is what breaks, and in what order.
How do I manage 400 wedding guests?
Stop tracking people and start tracking households; collect replies per guest rather than per invitation; chase in segments rather than all at once; and keep one system as the single truth about who is coming. At this size a spreadsheet does not fail loudly — it goes quietly out of date and nobody notices until the final count.
01
What breaks, and when.
| Guests | What stops working | What to do instead |
|---|---|---|
| Up to 100 | Nothing. A spreadsheet is genuinely fine. | Keep one sheet, one owner. |
| 100–200 | Addressing by hand; replies in several places | Households as the unit; one reply channel. |
| 200–350 | Chasing everyone at once; dietary by memory | Segment the chase; record dietary per person. |
| 350–600 | Seating by hand; any manual reconciliation | Constraints written down; seating from live replies. |
| 600+ | Anything requiring a person to hold state | One system of record, and per-guest everything. |
02
The four rules at scale.
- Households, always. Invitations, addressing and postage are per household; catering and seating are per person. Track both from day one — retrofitting it at 400 guests is a weekend you will not enjoy.
- Replies per guest, not per invitation. "The Okonkwos: yes" is unusable when you need to know how many chairs and which meals.
- Chase in segments. One reminder to 400 people is noise. Reminders to the 120 who have not replied, then the 40, then the 12, is a process that ends.
- One system holds the truth. Not the inbox, not a parent's notebook, not a document. The most expensive failure at this size is two lists that disagree three weeks out.
03
Common questions
How many guests can Evorrah handle?
The guest platform supports up to 2,000 guests, and per-guest personalised files up to 1,000.
How long does seating take at this size?
The first pass is the work; the redraws should be minutes. That is entirely a function of whether your constraints are written down or remembered.
Is per-guest personalisation practical at 400?
It is more practical at 400 than at 40 — that is exactly the size where hand-addressing becomes a genuine cost and errors become certain.
See the guest platform at scale.
Households, per-guest replies, dietary, targeted communications and live seating for up to 2,000 guests — included with every commission rather than sold as a subscription.
See the guest platform