Easy Steps To Make Your Own Wedding Guest List Template

One of the most challenging parts of a wedding event is creating the guest list. Why is that? For one, as you add one head to the count, you add up to the wedding cost—catering, invite, party favor and so on. There’s also that issue about who to invite and who not to invite. You don’t want to invite the whole clan or your entire office but you know someone’s bound to get hurt if they found that they’ve been left out. Even that obnoxious little cousin of yours and that friend who gives unsolicited speeches during weddings are expecting that they’re on your guest list. Creating a customized wedding guest list template won’t cushion anyone’s feelings but it would definitely make your life so much easier in terms of head counting, organization, seat plans and RSVPs. Here’s how to do it.

Step 1 – Go to Microsoft Excel

In your computer, use a spreadsheet application like Microsoft Excel. For Excel 2003 or earlier versions, click “File” and then “New.” For the 2007 version, click the Office button and here’s where you’ll find “New.” Be specific when typing the file name. “Wedding Guest List for (Insert Couple’s Names) Nuptial” is more practical than “File # 7” or “Important Document for Wedding.”

Step 2 – Create the headings

On top of each column, type the following headings: name, address, telephone, email, category, RSVP, and comments.  Under the name and contact information columns, you’d of course put in these pertinent details about each of the guest. As for the category, it refers to the relationship you or your groom has with that person. It doesn’t have to be too specific.

You don’t have to specify if the guest is your Mom, classmate in high school and so on. Put people in clusters such as the Bride’s Family, Bride’s Friends, Groom’s Family, Groom’s Friends, Couple’s Neighbors and so on. This is particularly helpful for the seating arrangements. It would be a good idea to use a code (e.g. BFY for the Bride’s Family and BFS for Bride’s Friends). Make sure you have a legend below for these abbreviations so that it can be understood by anyone who reads the template.

For the RSVP column, you can put a checkmark if the person is attending, a cross mark if not, and question mark if the person is not sure or if he/she didn’t respond to the invitation yet. You can type in the entire phrases (will attend, not attending, not sure) if you prefer it that way.

Step 3 – Count the guests

Now for the exciting part, you get to know exactly how many people are coming to your wedding. The wonderful thing about this program is that it saves you from doing Math. Instead of adding each and every one who said yes to your big day, you can use the AutoSum button that you’ll find in the toolbar. To use this, select the range of cells that you’ll include in the computation and then press the AutoSum button.

More Tips on the Wedding Guest List

Update your guest list from time to time. Whenever you’d receive an RSVP message from anyone, update the list and save the latest file. Don’t save different versions so you don’t end up getting confused which one is the latest.

List the people according to priority. Of course, family and closest friends are on top of the list. These are followed by other people you know. If you have limited budget and you want to trim the guest list, invite the top ranking people first. This will ensure that they’re able to squeeze in your wedding into their busy schedules. Wait a little later to invite the other people. See if there is enough room for them once those in high priority have already responded.

Finally, accept the fact that you’ll never be able to please everyone. No matter how hard you try, there will always be people who will get hurt because you didn’t invite them or who will be offended because you didn’t include their kids and so on. This is your day. This isn’t theirs. They can invite whoever they want to their wedding and you can do that too. Keeping this in mind will reduce your stress and anxiety.

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About Emily

Hi, my name is Emily and I am a wedding planner with HappyWeddings.ca, our wedding planning membership site. Looking forward to hearing from you. Best of all for your wedding!

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