Wedding Guest List and Seating spreadsheet for Excel and Google Sheets

Last updated: 16 October 2026

One row per guest, and the file counts the rest: how many people you've invited (plus-ones included), who has said yes, no or nothing yet, how many meals of each kind to order, and how many seats are free at every table.

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What it does

One file, two tabs, nothing to configure.

• Guest list, up to 500 rows: name, side, role, group, invited to (ceremony and reception, reception only, ceremony only), plus-one and plus-one name, RSVP, meal, dietary needs, table, address and thank-you sent. Side, role, invited to, plus-one, RSVP, meal and thank-you are drop-downs, so the counts stay clean.
• Plus-ones done right: mark Plus-one = Yes while you don't know the name, and the seat is counted; add the person as their own row when you do.
• Counts that update by themselves: people invited (plus-ones included) against your estimate, confirmed, declined, pending, children, meals by type, thank-you cards still to send.
• Table board for 30 tables: type a table number next to each guest and the board shows seats used, capacity and free seats per table, with a red warning when a table is over capacity. It's a board of numbers, not a drawn floor plan: you decide the layout, the file keeps the count right.
• Venue capacity (optional): type the capacity of your venue on Start Here and the summary shows how many seats are still free.
• Thank-you tracker built in, so the same list serves you after the wedding.

Made to be easy

• Two tabs. The instructions are on the sheet, so you don't need a video to get started.
• Nothing is locked. No passwords and no protected sheets. Yellow and white cells are yours, gray cells calculate for you; if you break one, Ctrl+Z.
• The same file in Excel and Google Sheets. It only uses functions both programs share, so nothing shows #NAME? after import. No macros, no add-ons, no sign-up with us.
• Wide columns and wrapped text: long names and addresses don't get cut off.
• Set up to print on Letter and A4: it fits the page width, so you can hand the list to the venue or the caterer. The table board and meal counts print on their own page after the guest list.

Works in

• Microsoft Excel 2010 or newer on Windows, 2011 or newer on Mac
• Google Sheets (File → Import → Upload, or the "Make a copy" link in the included guide)
• LibreOffice Calc

What you get

• Wedding-Guest-List-and-Seating.xlsx: blank, ready for your names.
• Wedding-Guest-List-and-Seating-EXAMPLE.xlsx: filled in for a 70-guest wedding (60 guests entered, tables assigned), so you can see how it looks.
• How-to-use.pdf: one page on opening the file in Excel, copying it to Google Sheets, and reaching us.

Questions and answers

Do I need Excel?

No. The same file works in Google Sheets, which is free with a Google account, and in LibreOffice Calc.

Does it draw a seating plan?

No. The table board counts seats per table and warns when a table is too full; where the tables go in the room is up to you.

I also need a checklist and a budget.

Our Simple Wedding Planner has the same Guests tab (with a 20-table board) plus a dated checklist, budget, vendors and the wedding-day timeline.

How was it made?

Designed and built by Quicksloth. We used AI tools to help write the formulas, the code that generates the file and these texts; every formula is then recalculated and checked automatically, and the file is opened and tested in Excel, Google Sheets and LibreOffice.

Help

Bought it on Etsy? Send us a message on Etsy from your order and tell us which file you have, whether you use Excel or Google Sheets, and what you see. More in Help, the license and your data.