Tips for Planning a Chicago Wedding with a Large Guest Count
As a Chicago wedding coordinator that has years of experience seeing couples want large weddings and the stresses that come with it, we know a thing or two about the extra logistics that come with planning a large wedding here in Chicago.
If you’re a people person, you know that the picking and choosing who to invite to your wedding is one of the most difficult parts. It’s not easy to narrow down that guest count when you have so much love for the people that have supported your relationship! Luckily, large weddings in a big city like Chicago is nothing our city can’t handle. From your venue to your catering, your budget to your logistics, the size of your guest list sets the stage. So, let’s start there!
Tip No. 1
Write the guest list before you start searching for your venue
Planning a wedding in an urban setting can be tricky, but knowing your guest count first and foremost (and sticking to it) will make everything else SO much easier. Communication is key here. Chat with your partner about your must have guests and start a list before checking out any venues. Before you go looking for your wedding venue and start the ball rolling, it is going to save you a ton of stress to gather the absolute maximum of guests you plan on inviting and then looking for venues that can actually hold that number.
Tip No. 2
Know that the cost will increase with your higher guest count
As with most wedding related costs, the increase of head count will increase the price. From extra chairs to extra meals, it adds up fairly quickly. Keeping your budget in mind when increasing the head count is easily the most important thing you can do.
Tip No. 3
Have a wedding website with an online RSVP
Online wedding websites help the wedding planning process so much more than you think. Get familiar with popular sites such as Zola.com or TheKnot.com and learn all about their simple user interface that can help you track RSVP’s, collect dietary restrictions and even registry gifts all in one place instead of having to wrangle and keep track of so much information.
Tip No. 4
Keep the catering style in mind!
Buffets can also be a struggle when it comes to large guest counts. The long lines, cold food, and running out of items can certainly make for a stressful situation. Although it’s more expensive, consider a seated dinner with servers passing out the food to each table. This makes for a more efficient and faster way for people to get their food.
Tip No. 5
Set your limits for plus-ones ahead of time
Plus one’s for guests are a tricky topic. What factors into giving people a plus one is of course up to you and your partner. At FRE, we typically tell our clients that solo folks should receive one, but of course if the budget doesn't allow it, it's not something you should worry about! Come up with a rule of thumb for guests and plus ones and stick to it. That way, you can avoid any sticky situations with your guests!
Tip No. 6
Plan for if you want to see/talk with “everyone”
With a large guest count, it’s natural to want to talk with as many people as possible. Make a plan prior to the day of the wedding for those MVPs you made a list of at the beginning and work your way down the list! Visiting tables is a great way to check your list off, but remember that would mean less time for dancing. Doing a first look can alleviate the stress of saying hi to people because pictures would be taken before the ceremony rather than after!
Tip No. 7
Consider hiring transportation
Transportation for your guest can be a really awesome way for guests to get to know each other, but also can aid in timing. Coordinating this can take a lot of pressure off the guests and you and your partner. Plus driving around a big city like Chicago can be a hassle in itself! Keep that timeline as on time as possible and leave the worries to the bus drivers.
Tip No. 8
Consider having a multi-day event
Multi day events for a large guest count wedding is one of our biggest tips! Not only are they getting more popular and trendy, but they give everyone a chance to celebrate you in a more intimate way. Events such as welcome dinners or goodbye brunches are a perfect way to be more available to your guests rather than taking time out of your wedding day.
Tip No. 9
Get a day-of coordinator
Don’t take this day by yourself! Your wedding day is meant to be enjoyed and hopefully as stress free as possible. Hiring a coordinator is the best way to ensure that all goes smoothly. Not only do we keep everything in check for you, we can also wear many hats so that you can take a breath and enjoy the moment. Wrangling a ton of guests is stressful! So, let us do the work.
Tip No. 10
Large wedding venues
There are a ton of amazing Chicagoland venues that will accommodate large groups of people. We actually have a blog all about venues for large head counts! Check out our top venues we recommend when hosting a larger wedding here!
Photography credit: Fox + Ivory
It’s all about intention
At the end of the day, planning a large scale wedding in Chicago is all about what you make of it. Focus on intention and organization and you’ll be set for a beautiful event! We understand it can be overwhelming at times, but with the right support, you can absolutely pull off a celebration that not only feels meaningful but also manageable.
Chicago day-of wedding coordination
Learn more about day-of wedding coordination for your Chicagoland wedding.
