Free Excel template · Excel for event planning

Free Excel guest list and RSVP tracker

For weddings, parties, reunions and company events. List each invited party once with how many are invited; as replies come in, enter adults and kids coming, vegetarian meals and a table number. The summary keeps the headcount, response rate and worst case up to date, gives the caterer meal counts, shows seats left at each table and flags replies that need a second look.

cellwise-guest-list-rsvp-template.xlsxExcel workbook · 5.1 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H	I	K	L
1	Party	Group	Invited	RSVP	Adults coming	Kids coming	Veg meals	Table	Check	Summary
2	Maya + Josh	Friends	2	Yes	2	0	0	1		Parties invited	12
3	Rosa's family	Family	6	Yes	4	2	1	2		Guests invited	59
4	College friends	Friends	8	Yes	7	0	2	3		Parties replied	10
5	Work team	Work	6	No	0	0	0			Response rate	0.833
6	Grandparents	Family	2	Yes	2	0	0	1		Adults coming	32
7	Neighbors	Friends	4							Kids coming	5
8	Book club	Friends	5	Yes	3	0	2	3		Total coming	37
9	Leo's family	Family	7	Yes	4	3	0	2		Guests declined	6
10	Cousins	Family	9							Guests not replied	13
11	Soccer team	Friends	6	Yes	5	0	1	4		Worst-case headcount	50
12	Aunt Dee + guest	Family	2	Yes	3	0	0	4	More than invited	Vegetarian meals	7
13	Sam + guest	Friends	2	Yes	2	0	1		Needs a table	Standard adult meals	25
14										Kids meals	5
15
16										Table	Seats
17										1	10
18										2	10
19										3	10
20										4	10

How the formulas work

Who is still unknown

L10=SUMIFS(C2:C21,D2:D21,"",A2:A21,"<>")

Adds the invitations of parties whose RSVP is empty, but only on rows that have a party name, so the empty rows at the bottom do not count. Adding this to the confirmed headcount gives the worst case in L11, the number to plan chairs and budget around until the replies are in.

Meal counts for the caterer

L13=L6-L12

Adults coming minus vegetarian meals gives the standard adult plates. Kids' meals are counted separately in L14. Add a column for allergies or other dietary needs and count it the same way with SUM.

Seats left at each table

M17=SUMIF($H$2:$H$21,K17,$E$2:$E$21)+SUMIF($H$2:$H$21,K17,$F$2:$F$21)

Two SUMIFs add the adults and kids of every party seated at the table number in K17. Seats left in column N goes negative when a table is overbooked: in the sample, table 2 is 3 over and table 4 has 2 left. Change L17:L22 for tables of different sizes.

Flag replies that need a second look

I2=IF(D2<>"Yes","",IF(E2+F2>C2,"More than invited",IF(H2="","Needs a table","")))

For every Yes, the check flags a reply with more people than you invited (Aunt Dee added a guest) or a party with no table yet (Sam + guest). Fix those before you send counts to the venue.

Make it yours

Use one row per household or party, not per person. It matches how invitations and replies actually work.
Restrict the RSVP column to Yes or No with Data > Data Validation > List so typos like "yes " do not break the counts.
Add a column for an email or phone number if you chase replies by message, and a column for the date you sent a reminder.
Need more than 20 parties? Insert rows above row 21 so every summary formula range grows with the list.

FAQ

How do I track RSVPs in Excel?

List each invited party with the number invited, then record Yes or No and how many adults and kids are coming. SUM gives the headcount, COUNTA the replies and SUMIFS with "" the guests who have not answered yet.

How do I count guests per table in Excel?

Give each party a table number, then use SUMIF on the table column for each table: =SUMIF(table_column,1,adults_column)+SUMIF(table_column,1,kids_column). Subtract from the seats per table to see what is left.

Should I plan for everyone who has not replied?

Plan the budget and seating for the worst case (everyone who has not said No), and give the caterer the confirmed number by their deadline. The template shows both.

Functions used

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Updated November 2, 2026