# How we would run a 400-guest destination wedding in Udaipur **This is a plan, not an event we have run.** There is no client and there are no results here. It shows how we would run this occasion with modules that work today. Screens are real screens from other Sociana apps, captioned with the app they come from, or marked as concepts. An illustrative plan, not a wedding we have run: how Sociana would run a three-day destination wedding for 400 guests in Udaipur. Guests open one app with their phone number, see which side and which functions they are invited to, find their room, their boat or car slot and the dress code for each evening, and post photos the family can keep. The planner tracks every arrival and every change from one sheet. Illustrative scenarioUdaipur, two lakeside hotelsThree days, five functions400 guests from both families[Weddings](https://sociana.in/event-types/weddings/) ![RSVP form for the main event with attendance, transport, pickup or drop and meal preference choices and a you are in confirmation](https://sociana.in/screens/engen-2026/2026-10-05-14-10-55-1.webp) ![Update Your Profile form with name, rishtey relationship and a bride side or groom side group choice](https://sociana.in/screens/tanvi-rutwik-wedding/2026-10-06-14-01-34-2.webp) ![Your Hospitality card with ID proof, arrival and departure tabs and a choice of government ID types with a Save button above a Quick Access grid](https://sociana.in/screens/tanvi-rutwik-wedding/2026-10-06-14-01-28.webp) Hero screens: Real screen from enGen X: Home, RSVP Main Event form · Real screen from Tanvi Rutwik: Update Your Profile, bride or groom side · Real screen from Tanvi Rutwik: Hospitality, ID proof upload choice. The plan at a glance Status Illustrative plan, not a delivered event Headcount 400 guests from both families Place Udaipur, two lakeside hotels Span Three days, five functions Sign-in Phone OTP, invited numbers only Who uses it Bride's side · Groom's side · Elders · Family hosts · Planner Package Weddings & social ## The brief Picture the call: the families have booked two lakeside hotels in Udaipur for three days. Mehndi on the first evening, haldi and sangeet on the second, pheras and the reception on the third. About 160 guests fly in from Mumbai, Delhi and Dubai, the rest come by train and road, and some elders have never installed an app for a wedding. The planner already runs a guest spreadsheet with 14 columns and a WhatsApp group that nobody reads after day one. We would start from that spreadsheet, not replace it. Each guest gets an invitation link and signs in with the number the family gave us. The app knows which side they belong to, which functions they are invited to and which hotel they sleep in. The family decides what is shared with everyone and what stays with one side. Elders get the same app with fewer tiles and a help line answered by a person. Modules ## What we would switch on, and why Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name. ### [Guest lists](https://sociana.in/features/guest-lists-and-approvals/) RSVP per function, with plus-ones the family approves. A late addition from an aunt goes to the host for a yes or no before the guest can see anything. ![RSVP form for the main event with attendance, transport, pickup or drop and meal preference choices and a you are in confirmation](https://sociana.in/screens/engen-2026/2026-10-05-14-10-55-1.webp) Real screen from enGen X: Home, RSVP Main Event form ### [Groups](https://sociana.in/features/groups-and-cohorts/) Bride's side and groom's side as groups, plus a close-family group for the morning rituals, so each guest sees only the functions and messages meant for them. ![Update Your Profile form with name, rishtey relationship and a bride side or groom side group choice](https://sociana.in/screens/tanvi-rutwik-wedding/2026-10-06-14-01-34-2.webp) Real screen from Tanvi Rutwik: Update Your Profile, bride or groom side ### [My Stay](https://sociana.in/features/hospitality-requests-and-my-stay/) ID proof and arrival details collected in the app; the planner publishes hotel, room and the car or boat slot back to each guest, including the infant cot request that matters to one family. ![Your Hospitality card with ID proof, arrival and departure tabs and a choice of government ID types with a Save button above a Quick Access grid](https://sociana.in/screens/tanvi-rutwik-wedding/2026-10-06-14-01-28.webp) Real screen from Tanvi Rutwik: Hospitality, ID proof upload choice ### [Agenda](https://sociana.in/features/agenda-and-show-flow/) One card per function with time, lawn or ghat, and the line people actually need: the baraat leaves the gate at 4 pm. ![Agenda with Day 1 to Day 3 tabs and ceremony cards each with a time and a ritual significance note](https://sociana.in/screens/tanvi-rutwik-wedding/wedding-agenda-day-1.webp) Real screen from Tanvi Rutwik: Agenda, Day 1 ceremonies ### [Dress code](https://sociana.in/features/style-guide-and-dos-and-donts/) Dress code per evening with pictures, plus a short note on temple etiquette and what to carry to the boat ride, locked until the week before. ![Feed with an official post showing an illustrated outfit guide for each function, with colour swatches and like, comment and share actions](https://sociana.in/screens/tanvi-rutwik-wedding/wedding-outfit-guide.webp) Real screen from Tanvi Rutwik: Feed, outfit guide post ### [Venue maps](https://sociana.in/features/venue-maps-and-seating/) A map of both hotels and the function venues, and the reception seating plan published on the last afternoon. ![Venue map page with satellite map cards for Fairmont Jaipur and The Leela Palace Jaipur, a View button and a hotel photo](https://sociana.in/screens/gcoo-conclave-2026/2026-10-06-17-29-06.webp) Real screen from GCOO Conclave 2026: Venue Map, hotel maps ### [Games library](https://sociana.in/features/games-library/) Couple-themed trivia and a how-well-do-you-know-them quiz that unlock one per day, so cousins have something to do in the coach. ![Games page with four themed cards for trivia, crossword, riddles and jigsaw about the host city and the exercise, each showing how many have been played](https://sociana.in/screens/sarex-26/2026-10-06-15-08-14-2.webp) Real screen from SAREX-26: Games, trivia, crossword, riddles, jigsaw ### [Social feed](https://sociana.in/features/timeline-feed/) A private feed where guests post up to five photos at a time; the family moderates and can hide anything before it spreads. ![Create post sheet asking guests to pick one photo, add their relationship to the couple and choose bride side or groom side](https://sociana.in/screens/tanvi-rutwik-wedding/2026-10-06-14-01-32-1.webp) Real screen from Tanvi Rutwik: Create post, Rishtey and group ### [Albums](https://sociana.in/features/gallery-albums-and-download-controls/) Albums per function from the photographer, with downloads on or off as the family chooses. Smart Lens selfie search can be added for guests who opt in. ![Gallery with Day 2 and Day 1 album buttons, photo and video tabs and a blurred strip of event photos](https://sociana.in/screens/occasion-xperts/2026-10-07-13-41-20.webp) Real screen from Occasion Xperts: Gallery, Day 1 and Day 2 albums Run plan ## Day by day 1. Six to two weeks before ### Spreadsheet in, invitations out - Import the guest sheet with side, functions, hotel and arrival mode. - Send invitation links on WhatsApp from the family's own account, and chase RSVPs per function. - Publish rooms and transfer slots ten days out; the planner checks every elder's card by phone. 2. Day 1 · arrivals and mehndi ### Nobody waits at Udaipur airport - Car slots matched to flights; the guest's card shows the driver's name once assigned. - Mehndi at 6 pm on the hotel lawn; a push goes to the bride's side at 5:15 pm. 3. Day 2 · haldi and sangeet ### Two dress codes, one day - Haldi for close family at 10 am, visible only to that group. - Sangeet at 8 pm; the trivia winner is announced from the stage, and the feed fills up. 4. Day 3 · pheras and reception ### The day the photos matter - Baraat at 4 pm from the hotel gate, pheras at sunset, reception seating published at 3 pm. - Photographer albums go live the next morning, by function. 5. After the wedding ### Something to keep - Departure cars confirmed in the app; albums stay open for the year the app is live. Team ## Who would do what | Role | People | What they do | | -------------------------- | ------ | -------------------------------------------------------------------- | | Wedding delivery lead | 1 | Works with the planner and one family host; signs off every screen. | | Guest data and hospitality | 1 | Keeps the guest sheet and the app in step; publishes rooms and cars. | | Design and content | 1 | Couple-themed layout, function cards, dress codes and games. | | On-site wedding desk | 1–2 | Sits beside the planner's hospitality desk for all three days. | Timeline ## From order to wrap-up 1. Eight weeks outTheme, guest sheet format and functions agreed. 2. Six weeks outApp live; invitation links sent. 3. Four weeks outRSVPs per function closed. 4. Ten days outRooms and transfer slots published. 5. Day afterAlbums by function live; departures closed. For the organiser ## What your team would see ### Headcount per function Yes, no and plus-ones per function and per side, which is the number the caterer asks for. ### Who has landed Arrivals against flights, with the guests who have no car yet at the top of the list. ### A feed the family controls Every post can be hidden in a tap, and downloads stay off until the family switches them on. Risks ## What could go wrong, and how we would handle it **Elders do not install the app.** A named person on the wedding desk calls them, and the family host sees their card on a phone to read it out. **A flight lands two hours late.** The planner moves the car slot in the sheet and the guest's card and a push show the new pickup. **The guest list keeps growing in the last week.** Additions go through approval, so nobody sees function details until a host says yes. **Hotel Wi-Fi is weak on the ghat.** Function cards and maps are loaded the day before; the help line works on a normal call. Price band ## ₹1,45,000 to ₹2,20,000 + GST Built from the public price list on the Weddings & social package. Your quote would be itemised against the same lines. | Line | Low | High | | ---------------------------------------------------------------------------------------------- | --------- | --------- | | Custom wedding app (Signature), or app plus website bundleSignature column of the wedding grid | ₹1,00,000 | ₹1,30,000 | | On-site Sociana team, 1–2 people for 3 days₹15,000 per person per day | ₹45,000 | ₹90,000 | | Band | ₹1,45,000 | ₹2,20,000 | [See the Weddings & social package](https://sociana.in/pricing/weddings-and-social/) ### Billed on actuals, outside the band - WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals - Travel, food and stay for any on-site Sociana staff ### Notes - Wedding prices are also quoted with GST included, because families compare totals: the Signature app alone is ₹1,18,000 with GST. - All figures are list prices in rupees, exclusive of 18% GST. - Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day. ### Not in this plan - The app does not book rooms or cars; the planner books them and the app tells each guest. - Smart Lens face search is opt-in for guests and is switched on only if the family asks. Real events ## Where these modules have already run Customer stories from events we did run, which used the modules this plan relies on. [Tanvi & Rutwik wedding app · Wedding](https://sociana.in/case-studies/tanvi-rutwik-wedding/)[Occasion Xperts · Agency app](https://sociana.in/case-studies/occasion-xperts/) Questions ## About this scenario Is this a wedding Sociana has run? No. It is an illustrative plan. The screens shown come from other Sociana apps, including a Pune wedding app built for a family and the Occasion Xperts agency app, and each is captioned with its app. Can the bride's side and groom's side see different things? Yes. Each side is a group, and functions, notices and posts can be scoped to a group. A close-family group can hold the morning rituals without the whole guest list seeing them. Will elders manage the app? Many will, because it opens with a phone number and shows their own room and car first. For those who will not, the wedding desk calls them and the family host can read their card out. ## Planning something like this? Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day. [Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20the%20400-guest%20destination%20wedding%20in%20Udaipur%20scenario%20%28%2Fscenarios%2Fdestination-wedding-udaipur-400-guests%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST") --- Canonical: https://sociana.in/scenarios/destination-wedding-udaipur-400-guests/ Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)