Choose the gifting unit

Per room works for shared refreshments, itineraries and reusable bags. Per couple works when partners share accommodation but may not be in a hotel. Per guest is appropriate for individual wearables, personal care items or place-setting gifts. Many welcome concepts combine one shared outer bag with selected items inside for each person.

The basic calculation

  1. Export the current guest list by household and room.
  2. Count confirmed rooms or accommodation units.
  3. Add individual components where occupancy requires them.
  4. Separate children’s, alcohol-free, allergy-aware or VIP versions.
  5. Add a controlled contingency.

Example: 80 guests occupying 42 rooms may need 42 outer bags, 80 personal notes or name-specific items, and 44 or 45 finished bags after contingency. The exact reserve depends on how stable the room list is and whether components can be reassigned.

Families and shared villas

A family room may need one larger welcome rather than several identical bags. A villa shared by unrelated adults may need individual gifts delivered together. Decide based on how the contents will be used, not only the booking reference.

Personalised items

Order personalised elements only after spellings are confirmed, and maintain a small set of neutral replacements. If a guest changes rooms, a removable name tag is much easier to correct than a permanently personalised container.

Supplier minimums and overage

Different products may have different minimum quantities. Do not inflate the whole bag to match one supplier’s minimum. Ask whether excess food can be used at another event, whether printed pieces can be ordered digitally in smaller runs, and whether neutral extras have a useful life after the wedding.

Control sheet: track guest or room name, hotel, version, delivery status and exception notes in one shared document. Never rely on labels alone.

When to freeze the count

Set a final change date with your gifting and delivery partners. Keep monitoring room changes after that date, but treat them as allocation changes unless additional production is genuinely possible. Confirm the property list again shortly before delivery.

Frequently asked questions

Is one bag per couple enough?

Often, yes, if the contents are shareable. Include individual quantities for anything personal or needed by both people.

How many spare bags should we order?

Around 5% is a useful starting point, with at least two for a small event. Highly personalised or fragile concepts may need a different reserve.

What happens to extras?

Plan this before ordering. Neutral bags can become supplier thank-yous, travel gifts or keepsakes; food must remain within its labelled storage and use period.