Personal template

Event Planner & Guest List

RSVP counts, dietary needs and a cost per head that updates as replies come in.

$7one payment, yours to keep

✓Instant download
✓Every later version free
✓Commercial use
✓No signup, no watermark

7: live formulas, each one recalculated and checked
6: columns: Guest, Group, RSVP, Guests, Dietary needs, Table
7: figures worked out for you

Anyone hosting something big — usually looking for this when guests, numbers and costs are spread across messages.

Need more than one? All 9 Personal templates for $39 — $83 bought separately. All 66 for $99.

Works in Excel 2013 and later, Microsoft 365, Google Sheets and LibreOffice Calc. Set up to print on one page wide. Version 1, updated 25 September 2026.

There are free templates. Why this one?

There are, and some are fine. The difference is what has been checked. This file was built from scratch, then every formula in it was recalculated by a separate checker that compares each result against an independently worked-out answer — 7 of them here. A template that looks right and totals wrong is worse than no template at all, and that is the usual failing of one downloaded from a search result.

It also opens with sample rows already filled in, so you can see every formula working before you touch it, and it is set up to print without fighting the page setup. No email wall, no signup, no watermark, and you can use it commercially.

About this Event Planner & Guest List template

Event budgets go wrong when numbers are guessed. This Excel event planner and guest list records each invitation with its group, RSVP, number of guests, dietary needs and table.

The numbers summary counts invitations sent, people attending, declines and replies still awaited, works out the cost per head from your budget and confirmed guests, and counts the special diets to cater for.

Good for

→Parties, weddings and celebrations
→Work events and conferences
→Giving a caterer accurate numbers

What it works out for you

Numbers

→Invitations sent
→Attending (people)
→Declined
→Awaiting reply
→Cost per head
→Special diets to cater for

What is inside the Event Planner & Guest List template

The table has 6 columns. Calculated columns fill themselves in; the rest are yours to type over.

→Guest
→Group
→RSVP
→Guests
→Dietary needs
→Table

Settings in the “Budget” box

→Total budget

How to use the Event Planner & Guest List in Excel

Head count only counts confirmed Yes replies, so the cost per head is always based on who is actually coming.

The file opens with sample rows so you can see every formula working before you change anything. Type your own figures over them. When you need more rows, insert them inside the existing block rather than underneath it, so the totals keep covering every row.

Shaded, boxed cells below the table are settings the formulas read from. Change those first — every row that depends on them updates at once.