Wedding Guest List Spreadsheet

Wedding guest list spreadsheet and RSVP tracker for couples who want every guest in one place: who is invited, households and plus-ones, save-the-dates and invitations sent, RSVPs, meal choices for the caterer, dietary notes, table seating, gifts and thank-you notes. The dashboard counts it all for you, and a Check column flags anything that needs attention.

WHAT IT DOES

• Setup tab: your names, wedding date, RSVP deadline, venue capacity, up to 8 sides or groups (for example each family and your friends, all renamable) and up to 6 meal options
• Guest List tab: up to 400 guests with household or party, side or group, adult or child, plus-one allowed, plus-one name, address or email, save-the-date sent, invitation sent, RSVP (Yes, No, No reply), meal choice, plus-one meal, dietary notes, table, gift, thank-you sent and notes
• People invited and attending for every row, with plus-ones counted when they are coming
• Check column: OK, or the first thing to look at: listed twice, plus-one not allowed, pick a meal, plus-one meal missing, table not on your list, table over capacity, RSVP overdue (no reply after your deadline) or send thank-you
• Tables tab: up to 40 tables with seats, guests attending, guests still to reply, seats held, seats free and a status (Seats free, Full, Over capacity) in colour
• Dashboard: guests on the list, people invited, attending, declined, awaiting reply, adults and children attending, plus-ones, replies received, days to the RSVP deadline and to the wedding, save-the-dates and invitations sent, RSVP overdue, gifts received, thank-you notes to send, venue capacity vs expected guests, seats at your tables, tables over capacity, meal counts for the caterer (plus-ones included), dietary notes, a count by side or group, a replies chart and a guests by side or group chart
• The tabs are protected without a password, so formulas don't get typed over by accident (you can unprotect them any time)

WHAT YOU GET

• Wedding-Guest-List-Spreadsheet.xlsx (blank, with starter sides and groups and starter meal options)
• Wedding-Guest-List-Spreadsheet-with-Sample-Data.xlsx (a filled-in example: a made-up wedding with 117 guests and 15 tables)
• Quick-start guide (PDF)

HOW YOU GET IT

Digital download. After checkout you get a download page right away, plus a receipt by email. Nothing is shipped.

COMPATIBILITY

• Microsoft Excel 2016 or newer (Windows or Mac) and Excel for the web
• Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
• Needs a computer or tablet with a spreadsheet app. This is not an app: you type in your own guests and replies

GOOD FOR

Engaged couples, brides and grooms to be, and anyone helping to plan a wedding who wants one clear guest list with RSVPs, meal counts and table numbers. Also works for other big events with RSVPs and seated meals.

PLEASE NOTE

• This is a guest list only workbook. Our Wedding Planner Spreadsheet is an all-in-one planner (budget, a simpler guest list, vendors and checklist), and our Wedding Budget Spreadsheet covers money only. This one goes deeper on guests: households, plus-one names and meals, save-the-dates and invitations, an RSVP deadline with overdue flags, a Check column, a Tables tab with seats and over-capacity flags, and venue capacity. It has no budget or checklist, so please choose the one that fits
• It assigns guests to tables and counts the seats; it does not draw a seating chart picture
• RSVP overdue and the days to go use today's date unless you type a status date, so they change from day to day
• For your own use; please don't resell or share the files

DISCLAIMER

This template is a planning tool. Check your counts before you send final numbers to your venue or caterer.

HOW IT WAS MADE

Designed by VARS Digital with AI-assisted tools. Every formula is checked before release, and the sample file shows each tab working.

QUESTIONS

Email varsdigitals@gmail.com and we'll help you get set up.