Personal template
Event Planner & Guest List
RSVP counts, dietary needs and a cost per head that updates as replies come in.
- Live formulas
- 7
- Columns
- 6
- File
- 8 KB
$5
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Works in Excel 2013 and later, Microsoft 365, Google Sheets and LibreOffice Calc. Set up to print on one page wide.
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 you fill in
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 it
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.
Functions it uses
Every one of these exists in Excel, Google Sheets and LibreOffice, so the file behaves the same wherever you open it.
COUNTACOUNTIFCOUNTIFSIFERRORSUMIFQuestions about the Event Planner & Guest List
Who counts towards the head count?
Only invitations with a Yes reply, including the number of guests on each.
How is the cost per head calculated?
Your total budget divided by the number of people attending.
Can I use it for a seating plan?
Yes. Use the Table column to assign guests, then sort or filter by table.
