Why you’ll love organising your guest list with a spreadsheet

The guest list – an essential part of your wedding planning that can quickly become overwhelming. How do you keep track of who’s coming, their dietary preferences, and who’s bringing a plus one?

The answer is a solution you most probably already have: a spreadsheet! In this guide, we’ll unveil the magic of spreadsheet organisation (and we’ve shared the template at the end).

If you don’t need any more convincing, skip to download it here.

So let's take a look at what all the fuss is about. Here’s what’s great about wedding spreadsheets:

  • ✅ Easily keep track of everything guest-related

    Manage your guest list in one convenient location. Pop in your guests’ table numbers, their dietary requirements, their RSVPs and even their plus ones. Take it a step further and keep track of who is attending each part of your wedding (ceremony, reception or both) and add a cost per person to estimate your budget.

  • 💪 It’s flexible

    Spreadsheets offer incredible flexibility to customise your guest list according to your specific needs. You can add, remove, or rearrange columns to suit your preferences.

  • 💰 It’s budget-friendly

    Keep your finances in check without breaking a sweat. Our free spreadsheet template removes the added cost of organisation apps or planners, so you can splurge on the things that matter most to you.

  • 😵‍💫 No complicated apps

    Go back to basics and avoid re-learning another app (that takes up your precious time!). You can use common software like Microsoft Excel, Google Sheets, or even free alternatives to access your guest list from any device with internet access.

  • 💬 Easy to share

    Easily share your guest list and requirements with your wedding planner, caterer, venue, or other parties. Collaborators can make edits or suggestions, ensuring everyone is on the same page.

  • 🔼 ‘Sort by’ in an instant

    Quickly sort and filter your list to group guests by categories such as RSVP status, dietary preferences, or seating arrangements.

Wedding guest list spreadsheet

What columns should you include in your spreadsheet?

The beauty of a spreadsheet is that you can include or remove columns based on the information you need to track for your wedding. This can be information such as:

  • your guest’s name,
  • their table number,
  • their address,
  • their email,
  • who they were invited by (the bride or the groom),
  • their relationship to you / your fiancé (friend, family, colleague),
  • invite priority (a way order your guests by how important it is that they are invited. This is useful if you need to reduce numbers),
  • whether they are attending the ceremony, reception or both,
  • headcount cost,
  • save the date sent,
  • invitation sent,
  • thank you card sent, and
  • any additional notes.

And the good news? We’ve already created a spreadsheet ready to go. Download it below and get started.