Guest List with RSVP & Seating (Excel)
One row per family or guest, with who invited them (bride's side, groom's side, company or friends), which functions they are invited to, whether they have replied, how many adults and children are coming, their meal choice, table number and hotel room. The Summary sheet turns it into the numbers your caterer, decorator and hotel ask for: confirmed headcount per function, plates by meal type, and seats used on every table.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Function | Invited | Confirmed | Maybe | Pending | Declined | Not yet invited |
| Mehndi | 14 | 8 | 0 | 6 | 0 | 6 |
| Sangeet | 22 | 14 | 2 | 6 | 0 | 6 |
| Haldi | 8 | 8 | 0 | 0 | 0 | 0 |
| Wedding | 28 | 15 | 2 | 9 | 2 | 6 |
| Reception | 18 | 15 | 0 | 3 | 0 | 0 |
What's inside
- Settings: names of up to five functions (for example Mehndi, Sangeet, Wedding, Reception, or Welcome dinner and Ceremony), seats per table and hotel name
- Guests sheet with 600 rows: name, side, group or relation, phone, email, city, invited to each function (Y), invite sent, RSVP, adults, children, meal choice, table, room, gift note
- Drop-down lists for side, RSVP (Yes, No, Maybe, Pending) and meal (Veg, Non-veg, Jain, Vegan, Gluten-free, Kids meal)
- Summary: invited and confirmed people per function, by side, by meal type, pending replies and rooms needed
- Seating sheet: seats taken and free on 60 tables, overfull tables in red
How to use it
- On the Settings sheet type the names of your functions and the number of seats per table.
- On the Guests sheet replace the samples with your guests. One row can be a whole family: type the number of adults and children.
- Put Y under each function the guest is invited to. Leave it empty if they are not.
- When invitations go out, mark Invite sent = Yes. When a guest replies, change RSVP to Yes, No or Maybe and fix the number of people.
- Pick the meal choice and type a table number and hotel room when you plan seating and stay.
- Open the Summary sheet before you confirm numbers with the caterer and hotel, and the Seating sheet to balance tables.
Tips
- Caterers usually want the final number 3 to 7 days before; send reminders to "Pending" guests a few days earlier.
- Add 5 to 10 percent to the confirmed headcount for unexpected guests at an Indian wedding; at a seated dinner, plan for the exact number.
- Sort by Side or Group (Data › Sort) to hand each family its own list to call.
- Keep phone numbers in one format (with country code for guests abroad) so you can copy them into WhatsApp or SMS.
Questions and answers
Are Maybe replies counted in the headcount?
The confirmed count uses only RSVP = Yes. Maybe and Pending are shown separately so you can decide how many to plan for.
How do I handle a family where only some people come?
Change the adults and children numbers on that row to the people actually coming; the counts follow.
Can I use it for a corporate event?
Yes. Use Side for Company, Client, Speaker or Press and Group for the department or organisation; rename the functions (for example Registration, Conference, Dinner).
Is the meal count per function?
The Summary shows meal choices for confirmed guests overall and per function, using each row's adults plus children.