Free Guest List Template (Excel, Any Event)
What's in the free guest list template
List every invitee on the Guests sheet, up to 150: name, RSVP status (Pending, Yes, No), number of plus-ones, and table or group assignment.
Confirmed headcount calculates automatically per guest - it only counts the guest plus their plus-ones when RSVP is Yes, so a pending or declined invitee never inflates your numbers.
The summary below the table rolls up how many guests are confirmed, declined and still pending, plus the total confirmed headcount (including plus-ones) for the whole event.
Built for any event, not just weddings
Half of the top results for this search are wedding-specific (Pinterest wedding lists, a wedding-planning subreddit, Vertex42's wedding guestlist), and half are genuinely generic - documentero, template.net, jotform, 101planners - covering parties, corporate events and conferences.
This template is built for that generic side: an event-type-agnostic guest list with automatic RSVP tallies and a live headcount dashboard, which the strongest generic competitors (jotform, 101planners, documentero) don't offer - they're either online-form-only or static with no formulas at all.
If you're planning a wedding specifically, our wedding-guest-list-template-excel is built for that use case with seating and per-event cost estimation - this template is the general-purpose version.
How the RSVP and headcount rollups calculate
Confirmed headcount per guest = 1 (the guest) plus their plus-ones, but only when RSVP status is exactly Yes - a Pending or No status counts as zero regardless of how many plus-ones are listed.
The event-level summary uses COUNTIFS to tally confirmed, declined and pending guests, and sums the per-guest confirmed headcount column for your total expected attendance - the number you'd hand to a caterer or venue.
Who this template is for
Anyone organizing a corporate event, birthday party, conference or family gathering who needs an RSVP tracker with a real headcount number, not a static list of names.
It's a planning spreadsheet for a single event - for ongoing event series or ticketing, you'll want dedicated event-management software.
How to use it
- List every invitee, up to 150: name, RSVP status, plus-ones and table/group.
- Confirmed headcount calculates automatically per guest.
- Check the summary for RSVP counts and total confirmed headcount.
Download the free Free Guest List Template (Excel, Any Event)
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Wedding Planner Spreadsheet — Complete
Planning a wedding specifically? The Wedding Planner Spreadsheet ($19) adds a full budget, a seating chart with conflict alerts, and a day-of timeline on top of the guest list.
See the full versionFrequently asked questions
Is this template only for weddings?
No. It's built for any event - corporate parties, conferences, birthdays, family gatherings. For a wedding-specific layout with seating and per-event cost estimation, see our wedding-guest-list-template-excel.
Does a Pending RSVP count toward my headcount?
No. Confirmed headcount only counts a guest (and their plus-ones) when RSVP status is exactly Yes - Pending and No both count as zero.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. RSVP tallies and headcount keep calculating.
How many guests can it track?
Up to 150 rows out of the box. Add rows and extend the formulas following the same pattern if you need more.
Does it track dietary restrictions or a budget per guest?
Not as a built-in column in this version - it focuses on RSVP status, plus-ones, table/group and headcount rollups. Add a column and extend the pattern if you need those fields.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.