Free download · Any event
Free Guest List and RSVP Tracker
The guest list drives almost every number in your plan: venue size, chairs, tables, meals and favors. Keep it in one place and the headcount you give your caterer and rental company will be right the first time.
What's inside
Everything in the kit
- Household, group, contact and mailing address columns
- RSVP, meal choice and thank-you dropdowns
- Seats invited vs. seats attending
- Summary tab: response rate, pending replies, meal counts, dietary notes
- Table number column that feeds your seating chart
Files you get
- ExcelGuest List and RSVP Tracker (Excel)300 rows, dropdowns, color-coded RSVPs and an automatic summary
- CSVGuest List (CSV)Import into Google Sheets, Zola, The Knot or a mail-merge tool
Read next
Guides that go with this download
- Class Reunion Planning Guide: Timeline, Budget and TipsA class reunion planning guide covering committee roles, finding classmates, timeline, ticket pricing, venue choices, food amounts and Chicago-area logistics.
- Digital vs Paper Invitations: Which Is Right for Your Event?Compare digital and paper invitations on cost, reach, tracking, timing and tone, and learn when to use each or send both for different guests.
- Guest Welcome Bags and Hotel Logistics for Out-of-Town GuestsPlan guest welcome bags and hotel logistics for out-of-town guests, from room blocks and shuttles to bag contents, delivery and a welcome note.
- How to Cut a Wedding Guest List Without Hurting FeelingsA fair, practical way to cut a wedding guest list: set a ceiling, sort guests into tiers, apply one consistent rule, and handle plus-ones and kids kindly.
- How to Make a Guest List for Any Event Without Hurt FeelingsBuild a guest list in tiers, set a firm cap from your budget and venue, handle plus-ones and kids, and cut names fairly without starting family drama.
- How to Track RSVPs Without Chasing Every Guest by TextA simple system for collecting, tracking and following up on RSVPs, with reply deadlines, a spreadsheet layout and polite reminder wording for any event.
- Wedding RSVP Deadline: What to Set and How to Follow UpHow to set a wedding RSVP deadline, what to say to guests who do not reply, and how to turn responses into a final headcount for your caterer and rentals.
- When to Send Save the Dates and Wedding InvitationsA clear timeline for when to send save the dates and wedding invitations, plus what to include, how to word RSVP deadlines, and what changes for travel.
Questions
About the Guest List and RSVP Tracker
When should RSVPs be due?
Three to four weeks before the event is typical. That leaves a week to chase missing replies before your caterer and rental company need final counts, usually 10 to 14 days out.
Should I track households or individual guests?
Track one row per invitation (household) with a seats-invited number. It matches how invitations go out and how people reply, and the summary still totals individual seats.
Is the guest list tracker really free?
Yes. Enter your email and the download links appear right away, with no account needed. You can unsubscribe from planning emails at any time.
Will the spreadsheets work in Google Sheets or Numbers?
Yes. The Excel files open in Microsoft Excel, Google Sheets (File, then Import) and Apple Numbers, and the formulas keep working. CSV versions are there for any tool that prefers plain columns.
Can I share it with my partner, family or committee?
Yes. Print it, forward it or upload it to a shared drive. It is free for personal and nonprofit planning use.
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