Wedding Guest List and Seating Chart Spreadsheet

About this template

This wedding guest list spreadsheet puts the actual names in the seats, not just a count per table. It is for couples and planners who need the guest list, the RSVPs, the meal numbers and the table plan to agree with each other the week before the wedding.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

A seating chart with names in the seats

The Table Plan covers twenty tables of ten seats each. Change a guest's table number and they move to the new table, in order. Nobody appears twice and nobody quietly drops off.

20 tables with the guests' names in the seats
How many of the ten seats are filled, under each table
Room for 250 guests in the guest list template

An RSVP tracker for the chasing

Chasing replies is the real work of a guest list, so the RSVP tracker records each step.

Invited, chased and replied, with the days waiting in between
Anyone waiting more than three weeks turns red
Guests chased and still silent are counted on the summary strip, because that is the list you actually work through

Meals, checklist and the rest

Everything reads from one guest list, so nothing is typed twice.

Meals to order by type, counted from the guest list before the caterer asks
A checklist grouped by how far out each job is, not by type
Over and under, late and waiting, all color themselves
Every count, total, percentage and date calculated for you
Charts that redraw from your own numbers, not static pictures

Why it opens anywhere

Listing the guests at a given table usually needs an array formula. This wedding spreadsheet uses a hidden key column instead, so it opens in Excel 2016 without Ctrl-Shift-Enter and behaves the same in Google Sheets. The nine connected tabs cover setup, budget, guests, the RSVP tracker, the table plan, the checklist, seating and a dashboard, with a Start Here tab that walks you through setup in a few minutes.

Works with

Microsoft Excel 2016 or later, on Windows or Mac
Google Sheets with a free Google account. The Google Sheets version is a real workbook, not a PDF with a link in it.
No dynamic arrays, no macros and no add-ins, so it behaves the same on Excel 2016, 2019, 2021 and Microsoft 365 and in LibreOffice. No Microsoft 365 subscription is required.
No subscription

What you download

Two Excel files: a worked plan you can click through, and a blank one ready for your guests
The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
The terms of use as a PDF

Your files are ready to download as soon as payment clears. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel or Google Sheets?

Both. The Excel files work in Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to the Google Sheets versions for a free Google account.

How do I move a guest to another table?

Change the table number next to their name. They appear on the new table in order and disappear from the old one.

How many guests and tables does it hold?

Up to 250 guests and 20 tables of ten seats each.

Can it help me chase RSVPs?

Yes. The RSVP tracker records when each guest was invited, chased and replied, turns red after three weeks of waiting and counts the guests who were chased and have still not replied.

Does it count meals for the caterer?

Yes. Meals to order are counted by type from the guest list.