It's one of the first questions we get after "can you do our design?" — and it's a fair one, because the answer isn't just your guest count. There are a few layers to it, and getting it wrong in either direction costs you money or creates a last-minute panic.
Here's how we think through it with every couple that comes to us.
Start with your guest count — but don't stop there
The obvious starting point is how many guests are coming to the reception. If you have 80 guests, you need at least 80 coolers. But weddings aren't quite that clean. Here's what actually needs a cooler:
- Every adult guest at the reception — yes, even the ones who "won't drink." A personalised stubby cooler is a keepsake, not just drinkware.
- The bridal party — often ordered as a matching set, sometimes with a different design. Count these separately if you want them personalised differently (e.g., "Best Man" or individual names).
- The couple's own set — a lot of couples want their own personalised pair to keep. Don't forget to count yourselves.
- Spares — things get lost, dropped, left in cars. Budget a buffer.
- Gifts for family or suppliers — celebrant, photographer, florist. Optional, but a lovely touch if you want to add a few.
The quick formula
In practice, most couples end up ordering 10–15% more than their bare guest count once they factor everything in. That's normal and smart. A few extras cost a lot less than a rushed reorder.
Quick reference by wedding size
| Wedding size | Guest count | Suggested order |
|---|---|---|
| Micro / elopement | Under 20 | Order for your guest count — no minimum |
| Intimate | 20–40 | 30–50 |
| Mid-size | 50–80 | 60–95 |
| Large | 80–120 | 95–140 |
| Big celebration | 120+ | Guest count + 10–15% |
No minimum order: Order the quantity you need, including a single cooler. Any suggested spare quantity is optional, not an order requirement.
Should the bridal party have a different design?
Completely up to you — and we do it both ways regularly. Some couples keep it uniform (same design for everyone, just different quantities), others want a custom set for the wedding party with individual names or roles printed on them.
If you're doing two designs, just flag that when you enquire. It's easy to split a single order across two print files — we do it on the same run so there's no extra setup cost beyond the second proof approval.
What about kids?
Stubby coolers are adult-sized (375mL can holders) so they're not really appropriate as kids' favours. If you have a significant number of children at your reception, they're typically not counted in the cooler order — their parents usually pocket the keepsake for them, or they receive something else entirely.
How far in advance should you order?
Production takes 7–10 business days after artwork approval. Shipping time is additional. Allow additional time for artwork revisions and delivery. Check the shipping estimate on Etsy and contact us before ordering if your event date is close.
If you're cutting it close, get in touch and we'll tell you honestly whether we can make it happen. We'd rather give you a straight answer than scramble and deliver something that isn't right.
Can I reorder if I miscalculate?
Yes. There is no minimum order for reorders either. Production takes 7–10 business days after artwork approval. Shipping time is additional. Allow enough time before your event; any spare coolers are your choice.
Still not sure? Tell us your guest count and we'll help you work out the right number. No obligation — start a custom enquiry and we'll come back to you with a recommendation.
Ready to get a quote?
Tell us your guest count, date and style. We send a digital proof before production and allow a reasonable number of artwork revisions. See Etsy for pricing.
Start your custom order