When the time comes to start talking guest list, things can get a bit tricky depending on a) who is paying for the wedding, b) how many people can your venue accommodate, c) his list vs. her list, etc.  No matter what, there will always be some sensitivity regarding the guest list but I do have some tips in the form of a template that will hopefully make the process a bit smoother for you.  I created this when I planned my own wedding and have since tweaked slightly for the use of my bride clients, and now I will share with you, too :)

Click the image above or here to access the google doc.  Below are some helpful tips to navigate this document (and the process overall)

1 - in my opinion, it’s so helpful to keep everything in excel in the case that you may be mail merging some of your print pieces, if you are doing anything yourself.  You can also easily sort columns by Yes/No/Last name, etc. to easily navigate through your list and prevent duplicates.  This list also comes in handy when it comes time for the bridal showers, etc. because you can just forward the list to your bridesmaids/family.  And after the wedding, the list stays handy because you now have a master address list for all friends and family for the sake of holiday cards, etc.

2 - you’ll note that there is a column on here called “Invite #”.  As you are preparing to send your invites in the mail, I highly recommend that you write a tiny number on the back of each response card that corresponds with an invitee in your excel list.  This way, if a guest returns their response card without a name {yes, it has happened!}, you can look back at your grid and determine who that person is without having to guess by handwriting.

3 -  speaking of RSVPs, the grid can easily count the number of people with an auto format at the bottom so you always have a go-to actual number of guests for quick reference.  When you get an RSVP in the mail, just add it to your grid and you’re all set.  Additionally, in our case, we asked guests for music requests, so I added an extra column to track requests.

3 - all dietary restrictions and special requests can be tracked in one place, and associated with each person.  This comes in handy when it’s time to make your seating chart so you can tell your venue exactly who needs the vegetarian meal at table #10.

4 - all gifts and thank-you notes can be tracked in one place.  Trust me - when those gifts start piling in, it will become hard to track who got you the silverware vs. the china platter {of course you appreciate every single gift but when they start coming in, or after the shower, it is SO helpful to have all of this info handy}.  Also, the columns are formatted to add the sum of total cells, so it also counts the $ so you can keep track of this as well, before you head to the bank to make any deposits.  When we traveled on our honeymoon I printed out this grid so I could work on my thank-you notes, and literally check down the list as each one was completed, ensuring no thank-you was left unsent.

5 - seating arrangements…  ahhh…. seating arrangements.  First off, please learn from me and DON’T save this task until 3 hours before your rehearsal dinner :)  This grid can be very helpful when it comes time for seating arrangements.  All you need to do, now that you have your master list of who’s coming, is print the grid and cut out each person.  You can then start to group people together based on #people per table, etc., comparing to the room diagram that your venue will provide.  I just took a small notepad and put a piece of paper to represent each table in the room and started gluing peoples names to each table.  No matter how you decide to do it, it will just be helpful to have a master list to go from!

As in the case of any file like this, of course you will likely end up making changes that suit your needs, but at least you’ll have something to go from.  Hopefully this helps you a bit!

Lastly - if you haven’t popped by the google wedding docs yet, you should!  Along with a similar template to mine, you will find everything from budget sheets to checklists to wedding website makers and more.  Check them out here.

For more “Bride Guide” tips, click here.  Have some bridal insight you think others would find beneficial?  Contact me and I’ll include in a future post!

PS - stop back later today for another Bridal Fitness post from Jonny!