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How to Invite Guests to a Party

  • Introduction

    • Did you ever notice that no two parties are the same? More than the food or even the entertainment, it's the unique combination of guests' personalities that distinguishes each party's atmosphere. For that reason, how you go about inviting guests to your party will determine who shows up and, ultimately, whether the event will be a smash or a flop. Whether you're planning a dinner party for 10 or a graduation party for 100, the same basic principles apply. Follow the steps below to invite a dynamic combination of guests to your party.

  • Step 1: Build the Guest List

  • Who Gets Input on the Guest List?

    • Inviting guests to a small party is an easy task that any host can handle. But for large-scale parties, which can be expensive affairs that require the effort and funds of an entire team of friends and family, those involved will want to have a say about who's invited. Decide who's involved and who's not involved early in the planning stages. These are people who might be involved:
    1. The party host.
    2. The guest of honor.
    3. Anyone who's helping to fund the party.
    4. If an important guest has a strong preference for or aversion to a particular invitee, take that into consideration.
    5. If you're inviting guests to a wedding that the bride's parents are paying for, the groom's parents will choose guests from among their family and friends.

  • Whom Should You Invite to the Party?

    • Inviting guests to a party can be a rudimentary exercise in list making or an art of social alchemy. You can put as little or as much thought into it as you like, but you're going to want, at the very least, to make sure that you haven't left out an engaging conversationalist or accidentally included a toxic gossip in your Evite.
    • Small to Mid-scale Parties (10-30 people):
    1. If you're hosting the party, make out a list of all of your friends and pleasant acquaintances.
    2. If you're throwing the party for someone else, ask them to submit an ideal guest list.
    3. Scan through your e-mail box to search for cool people you might have missed.
    4. Add exciting new acquaintances to the list.
    5. Try to create an interesting mix of personality types that includes:
      1. Outgoing, clever types.
      2. A pleasant, somewhat intriguing audience for them.
      3. A mystery guest, who you think your guests would find interesting.
      4. As a general rule, don't invite attention grabbers, pity friends or Debbie Downers.
    • Large Parties (30-100 people or more):
    1. Create or ask the guest of honor to submit a list of ideal guests.
    2. Consult all parties involved in the planning about who else should be on the guest list.
    3. Invite distant family and long-time friends, who might travel for the occasion.
    4. Add anyone you've missed.
    5. Check your party budget to see if you can accommodate all of the guests on the list.
    6. If necessary, cut the guest list down by removing non-essential guests.
    7. Send a finalized guest list to the honoree and close friends and family.
    8. Ask them to double check that no one is missing.

  • Step 2: Send a Save-the-Date Alert

    • Once you've finalized your guest list, give desired guests plenty of warning about the big event. Depending on the size of the event, send a save-the-date alert between three weeks (house party) and six months (wedding) before the date. You can send paper or electronic save-the-date cards, but don't forget to include the following details:
    1. Announcement of the occasion: tell guests whether you're having a wedding, an anniversary or a birthday bash.
    2. Name of the guest(s) of honor.
    3. Date of party or event.
    4. Contact name and phone number.
    5. For large parties with out-of-town guests, send hotel suggestions, rate information and contact information on the save-the-date alert.

  • Step 3: Send Invitations

    • Once you've secured the venue, send out paper or electronic invitations. Depending on the size of the party, invitations should be sent two weeks (house party) to four months (weddings) before the event.
    1. Name of the honoree(s), if applicable.
    2. Type of occasion.
    3. Date and time.
    4. Venue name, address and directions.
    5. Contact name and phone number.
    6. RSVP deadline.
    7. Gifting instructions and dress requirements.

  • Step 4: Check RSVPs and Follow Up

    • You've requested the presence of guests at your party, now it's time to wait for their response.
    1. Keep track of RSVPs as they come in.
    2. Remain available by phone and e-mail to answer guests' questions.
    3. Note the size of your party.
    4. Use your RSVP numbers to plan a party that will comfortably accommodate all of your guests.

 


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