Guest List Template

At Spencer Special Events, our job is to make our brides, grooms, and their families lives easier during the wedding planning process, and of course, to keep things organized.  One of the most challenging things to coordinate can be the guest list, especially for large weddings.  Today we are providing a sample template and simple instructions, so you can organize your guest list flawlessly and we can execute your event just the way you want us to.  Part of our job is to ensure your guests are comfortable, well taken care of, and have a fabulous weekend!

Download this template in Microsoft Excel here

Let's walk you through each column, though it's fairly self-explanatory.

As your planner, we'll need to know a lot of information about your guests.  We've found that it's best to supply the first and last names (in separate columns) of each guest. This helps us sort guests by family name easily.  (We can pull up information on all the Pudenz's for example, simply by sorting the list.)  We also need to know the total number of guests for each, in case their are children attending.

Keep careful track of your RSVP's as they come in.  A simple "N" or "Y" can help you sort when all replies are in.  Then we can easily tally the numbers.

We like to know where all guests are staying.  This is especially important for delivery of welcome bags.  It's also important if for example, Aunt Peggy is doing a reading but running late and we need to contact her hotel to find her!  Or if a guest calls and needs to be picked up, we know where to send a car.

When coordinating your guests seating, we need to know table numbers or names.  If you are having open seating or unassigned seating, you can obviously leave this blank or delete the column all together.

There are no special requests or notes that are too small.  If you are aware that a particular guest has an allergy, you can note this here.  Perhaps you'd like to tell us who is hard of hearing, that someone should not be seated next to a speaker, a guest is handicapped and may need assistance, or even some light family drama we should be on the look out for.  Our job is to make sure all of your guests are well taken care of.

You can download this template here!  We look forward to making your day extra special and hope you find this guest list template helpful when planning your wedding.