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Wedding Guest List Spreadsheet: Headcount, Meals and Seating Chart Done for You cover
The Summary tab with the headcount, room left at the venue, meal counts for the caterer and a dietary needs list, filled with invented sample data
The Seating Chart tab listing guests under each table, four tables across, built from the Guests tab
The Tables tab with seats, seated guests, open seats and a status for each table, with one table flagged Over by 1
The Escort Cards tab listing every guest coming from A to Z by last name with their table and meal

4 pages to flip through. Swipe or use the arrows.

$19.00

Wedding Guest List Spreadsheet: Headcount, Meals and Seating Chart Done for You

RSVPs, meal counts and escort cards update as guests reply, without recounting the list by hand

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Buy now · $19.00

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The guest list is where a wedding budget is won or lost, and it changes every day once the invitations go out. Someone adds a plus-one, a family of four turns into a family of three, the caterer wants a final count by a set date, and the seating chart has to match all of it. This planner keeps one list and builds everything else from it.

On Households, add one row per invitation: the name exactly as it goes on the envelope, the mailing address, the side and whether they are on the A list or the B list. On Guests, add one row per person and pick their household. Side, list and invited fill in on their own. As replies come in, set RSVP to Yes or No, pick a meal and choose a table.

Every guest gets a status that tells you the next thing to do: Waiting on RSVP, Pick a meal, Needs a seat, Table over capacity or Seated. Summary keeps the headcount current: who is coming, who is still waiting, an expected headcount that uses a yes rate you choose, room left at the venue, meal counts for the caterer, a list of dietary needs with table numbers, a split by side and an estimated catering cost.

The B list switch keeps B list guests out of every count until you invite them. When regrets come in, Summary tells you how much room you have and how many B list guests are waiting.

On Tables, name each table and its seats. Pick a table for each guest and the Seating Chart builds itself, four tables across and ready to print. Escort Cards lists everyone coming from A to Z by last name with their table and meal. Address Export puts every invited household in mailing format, ready to save as a CSV for envelopes, a printing site or a mail merge. Households also tracks gifts and thank-you notes.

Who it's for

US couples with anywhere from 30 to 200 guests who want one guest list that keeps the RSVPs, the caterer numbers and the seating chart in step, without paying for a wedding website or app.

What you get

The blank planner (.xlsx) with 10 tables of 8 ready to rename, a sample copy filled with 39 invented households and 70 guests so you can see every tab working, and a 9-page guide in US Letter, A4 and low-ink. The guide covers setup, what each status means and how to export addresses, and has two printable pages: a table plan for sketching seats in pencil and an RSVP and meal tally to keep by the mailbox. Works in Excel 2016 or newer, Excel for the web and Google Sheets. Apple Numbers is not supported.

The expected yes rate starts at 80 percent. That is a planning assumption you change to fit your crowd, not a statistic.

What's inside

  • Households tab: one row per invitation with envelope name, mailing address, side and A or B list
  • Guests tab: one row per person with RSVP, meal, dietary needs, table and a status that says what to do next
  • Summary: coming, waiting, expected headcount, room left at the venue and an estimated catering cost
  • Meal counts and a dietary needs list with table numbers, ready for your caterer
  • B list switch that keeps B list guests out of every count until you invite them
  • Tables tab with seats used, open seats and children, and a flag when a table is over
  • Seating Chart and A to Z Escort Cards that build themselves from the Guests tab
  • Address Export in mailing format, ready to save as a CSV for envelopes or a mail merge
  • Gift and thank-you note tracking on every household
  • Room for 150 households, 300 guests and 40 tables
  • Sample file with invented data, plus a 9-page guide with printables in Letter, A4 and low-ink

Safety first: Prices are examples with an as-of date. Always confirm with your own vendors. Please read our editorial guidelines.

Frequently asked questions

Does it work in Google Sheets?

Yes. Upload the .xlsx to Google Drive, open it, then click File and Save as Google Sheets. Everything recalculates the same way, and you can share it with your partner to edit together. It also works in Excel 2016 or newer and Excel for the web. Apple Numbers is not supported.

What is the difference between a household and a guest?

A household is one invitation: one envelope, one address. Each person on it gets their own row on Guests. A family of four is one household and four guests.

How big a wedding does it hold?

150 households, 300 guests and 40 tables. The seating chart prints 14 names per table and tells you when a table has more.

How does the expected headcount work?

It adds the guests who said Yes to a share of the guests still waiting. That share is a yes rate you set on Settings. It starts at 80 percent, which is a planning assumption, not a statistic, so change it to fit your crowd.

Can I print the seating chart and escort cards?

Yes. Both tabs are set up to print. The guide also has a blank table plan for sketching seats in pencil first.

Is the sample a real guest list?

No. Every name, address and email in the sample is invented to show how the planner works.

Is this a physical product?

No. It's a digital download. Nothing is shipped.

How do I get my files?

Right after payment the download opens on the order page, and our checkout partner Dodo Payments emails you a copy. If you can't find it, check spam or promotions, or write to [email protected].

Can I get a refund?

Digital files can't be returned, so sales are final. If a file is defective, incomplete or not as described, email [email protected] within 14 days and we'll replace it or refund you.

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