How to Invite Guests from the "B-List"

Photo: Momental Designs

There's a common dilemma that often pops up when a couple gets engaged, and it pops up when you're faced with having to create a limited guest list. Whether you're planning a large-scale wedding or a smaller celebration, it can be hard to narrow down your headcount to a set number of guests. Beyond that, if you have any priority guests who can't make it, you might want to fill the gaps and seize the opportunity to invite some people from the "B-List" who didn't initially make the cut. Don't worry; we've rounded up some wedding pros who are here to help you stay organized and navigate the B-List appropriately.

"Understand what a B-List is first. Your B-List consists of people you'd like to invite but don't absolutely need at your wedding. For example, your grandma is an A-list guest, but a childhood friend you haven’t spoken to in years might fall into the B-List. Think about plus-ones carefully. If you let guests bring dates, you could lose spots for others. It's important to consider this early in the process but finalize it before sending invites out." —Michelle Fernie-Oley, Michelle Elaine Weddings

"Start early by creating a dedicated backup list using a simple spreadsheet or notebook so you can quickly identify who might be a good fit.
Organize the list by grouping guests based on closeness or connection, which helps prioritize who to invite first.
Keep the list updated as RSVPs come in so you always have an accurate view of your backup options." —Craig Peterman, Craig Peterman Photography & Videography

"We suggest sending invites out to your A-List ahead of schedule so that your B-List doesn't even know they are part of the B-List. As soon as you get a 'no' response from one of the A-List guests, you can send out an invite to someone on the B-List. We always tell our couples to assume a 75-80% RSVP rate, depending on how many guests are coming from out of town. That way, you can determine how many you can invite to meet your venue requirements and budget. If your venue can hold 200 guests, we would suggest inviting 220 to start out, which should give an RSVP number of around 175. Then you have 25 more spots open that you can send to your B-List." —Alex McClard, Vision in White Events

"Oftentimes, it is a great benchmark to help build your B-List by asking yourself if you've talked to this person in the last 6 months (or your choice of duration). If the answer is no, then they should probably be on the B-List! Other couples have large families and a strict guest count limit, so let's get the families invited and then keep an A-List of your friends that you will be able to add to the guest list if you get nos back from your family members." —Loni Peterson, LP Creative Events

"If ordering enough fully assembled and addressed invitations for B-List guests isn’t an option, consider ordering extra invitations to hand address or hand out in person. Couples should make sure they leave enough time to receive RSVPs and send out B-List invitations with a reasonable RSVP and attendance timeframe. There’s nothing worse than receiving an invitation as a guest to a wedding two weeks away and knowing you were last on the list to be invited." —Jaime Coast, Cotton and Bow

"Keep your B-List invites private. You want all invited guests to feel included and loved. It's best to avoid announcing openings or any mention of adding guests to the invite list. Instead of saying, 'We had some spots open up,' phrase it as 'We really would love for you to be there.' This keeps the focus on making guests feel special rather than like a last-minute addition." —Mary Angelini, Key Moment Films

"Plan to order enough invitations to account for the entire A and B-Lists, so when guests from the A-List send in regrets, you can immediately send out an invitation to the next guest on the B-List without delay. You definitely want to be sure that you have enough invites on hand so you don't have to wait for more invites to be printed." —Kelley Nudo, Momental Designs

"I always think that sending out your save-the-dates is the best first trial run! There will always be a friend who is on spring break or has another wedding to attend, and will immediately let you know. This allows plenty of time for you to add someone from the B-List to the A-List. We've also seen a few couples send out their save the dates virtually and give an option for guests to RSVP at that time, giving you an even clearer answer and allowing you to make space for that B-List." —Meaghan Cody, Sweet Pea Events

Having a B-List closes the gap in the best way – rather than having empty seats from the first round of invited guests who couldn't make it, you're able to make space and celebrate your big day with extended family and friends. As long as you approach the invitation delicately, you can easily invite additional guests.

Meghan Ely is the owner of wedding PR and wedding marketing firm OFD Consulting. Ely is a sought-after speaker and a self-professed royal wedding enthusiast.