Your guest list, built properly

Tick what you need, download the spreadsheet. The columns are the ones your caterer, your stationer and your venue will ask for.

What you’ll download

The first three rows are examples, to delete or keep as a guide.

Household	First name	Surname	Adult or child	Side	Email	Phone	Address	Postcode	Town	Country	Invitation sent	Reply	Reply date	Dietary needs	Allergy	Children’s menu	Table	Accommodation	Shuttle	At the brunch	Notes
The Walkers	Tom	Walker	Adult	Alice	tom.walker@example.co.uk	07700 900123	14 Mill Lane	OX4 1AA	Oxford	United Kingdom	Yes	Yes	12/03/2027		Nuts	No	Oak	The Old Mill	Yes	Yes	Arriving the night before
The Walkers	Lily	Walker	Child	Alice							Yes	Yes	12/03/2027			Yes	Oak	The Old Mill	Yes	Yes
Hannah Price	Hannah	Price	Adult	James	hannah.p@example.co.uk	07700 900456	2 Market Square	GL54 2HB	Stow-on-the-Wold	United Kingdom	Yes	Awaiting		Vegetarian		No	Willow	To find	No	No	Bridesmaid

Scroll the table to see every column.

Three rules that save trouble

One row per person, a “Household” column to group them. The caterer counts plates, the stationer counts envelopes: the Household column lets you do both without keeping two lists.
Children are guests. They have a seat, a menu, sometimes a bed. Don’t leave them in the notes.
“Awaiting” is not “No”. Keep all three states: otherwise you’ll chase people who have already replied, which is the best way to annoy them.

Or let the list fill itself in

On a Weddtap page, your guests reply themselves, with their dietary needs and where they’re staying. You follow the replies as they come in, and export the spreadsheet at the end, already filled in.

Create your page, it’s free

What we get asked most

One row per person or per household?

Per person, always. The caterer counts plates and the seating plan counts chairs: both work per person. The “Household” column then lets you group people so you only send one invitation per address.

The file opens badly in Excel and the accents look wrong

Ours shouldn’t: it’s exported as UTF-8 with a byte order mark, which Excel reads correctly. If you open it again after re-saving it yourself, choose “CSV UTF-8” rather than plain “CSV”.

What about dietary needs and allergies?

Note them down, but remember an allergy is health data: share it with the caterer only, not in a document the whole family can open. On a Weddtap page, those replies are visible to you alone.

When should we freeze the list?

Caterers usually want final numbers ten to fifteen days before. Take stock three weeks before that date: it leaves time to chase the stragglers without rushing.