NAMES, NUMBERS AND IMPORTANT DETAILS

YOUR WEDDING Guest List Planner

Turn your chosen names into one organised master list that can support invitations, replies, catering, accommodation and table planning without information becoming scattered.

1ADD 2TRACK 3UPDATE
SET UP YOUR PLANNER BACK TO THE PLANNER
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Keep one master guest list from the first draft to the final table plan.

Adding information to the same record prevents different notebooks, messages and spreadsheets from quietly showing different names or numbers.

GUESTS & INVITATIONS PACK

Download your Guest List Planner

The forthcoming free pack will include a Guest List Planner, Invitation & RSVP Tracker, Meal Choice Tracker and Guest Accommodation List.

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ONE PERSON PER LINE

The Essential Guest Details to Record

Give every invited adult and child their own entry, even when several people live at the same address or will receive one invitation.

01

Name and household

Full name, preferred name and the partner, family or household they belong with.

02

Invitation type

Daytime, evening, whole celebration or any different arrangements that apply.

03

Contact details

Postal address, telephone number and email address for invitations and updates.

04

Guest requirements

Meal choice, dietary needs, accessibility, transport, accommodation and useful notes.

01
ENTER THE NAMES

Build the Master List Carefully

Transfer the agreed names from your first guest-list exercise. Use the spelling each person prefers, especially where formal stationery will be personalised.

  • Give every person a separate row
  • Link couples and households clearly
  • Mark adults and children separately
  • Check names before ordering stationery
02
LABEL THE INVITATION

Record Exactly What Is Being Offered

Mark whether each guest is invited to the daytime, evening or complete celebration. This avoids confusion when counting venue places and preparing invitations.

  • Daytime or evening attendance
  • Named partner or permitted guest
  • Whether children are included
  • Date the invitation was sent
03
ADD PRACTICAL INFORMATION

Collect Details as Replies Arrive

Your master list becomes more useful when it records the information needed by the venue and other suppliers, not simply who has accepted.

  • Attendance response and reply date
  • Menu choice and dietary requirements
  • Accessibility or mobility requirements
  • Accommodation and transport notes
04
KEEP THE COUNT CURRENT

Update Totals After Every Change

Keep separate totals for invited, accepted, declined and awaiting reply. Also separate daytime adults, daytime children and evening-only guests.

  • Record changes immediately
  • Remove assumptions from confirmed totals
  • Compare numbers with venue capacity
  • Share only the latest confirmed count
!
PROTECT YOUR GUESTS’ INFORMATION

Keep the master list private and secure

Your planner may contain addresses, telephone numbers, dietary information and accessibility needs. Store it securely and share only the details each supplier genuinely needs.

BEFORE FINAL NUMBERS

Five Guest-List Checks

1

Does every individual guest have an entry?

2

Are daytime and evening guests clearly separated?

3

Have unanswered invitations been followed up?

4

Are dietary and accessibility details complete?

5

Do your totals match the venue’s final numbers?

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