Template · free
Wedding guest list template
A guest list built for a destination wedding, where the list is also the travel and stay plan. Twenty-four example rows carry side, household, events invited, arrival details, diet, room and pickup needs, so a family can see who is arriving, when and where they sleep.
No sign-up needed.
Who it is for
- Wedding planners who run a guest list for travel and stay
- Families who need to collect arrival details from many households
- Couples who want a single list instead of several chat threads
How to use it
- Group guests by household first, then fill in side and events invited.
- Collect arrival details in one round and put train or flight numbers in the same cell format.
- Mark stay and pickup needs early so rooms can be assigned in one pass.
- Update RSVP as replies come in and re-sort by arrival time before pickups are planned.
The contents
| Guest ID | Name | Side | Household | Relationship | City | Phone | Events invited | Arrival mode | Train or flight number | Arrival date and time | Diet | Stay needed | Room | Pickup needed | RSVP | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| G001 | Example Guest 01 | Bride | H01 | Maternal uncle | Jaipur | +91 98xxx xxxxx | All | Train | Example train 1 | Thu 07:40 | Vegetarian | Yes | To assign | Yes | Yes | Needs ground-floor room |
| G002 | Example Guest 02 | Bride | H01 | Maternal aunt | Jaipur | +91 98xxx xxxxx | All | Train | Example train 1 | Thu 07:40 | Vegetarian | Yes | To assign | Yes | Yes | Travels with G001 |
| G003 | Example Guest 03 | Bride | H02 | Family friend | Delhi | +91 98xxx xxxxx | Sangeet and wedding | Flight | Example flight 2 | Fri 11:15 | No onion or garlic | Yes | To assign | Yes | Yes | Late arrival risk |
| G004 | Example Guest 04 | Groom | H03 | Paternal grandfather | Pune | +91 98xxx xxxxx | All | Car | Own car | Thu 16:00 | Vegetarian | Yes | To assign | No | Yes | Wheelchair access |
| G005 | Example Guest 05 | Groom | H03 | Paternal grandmother | Pune | +91 98xxx xxxxx | All | Car | Own car | Thu 16:00 | Vegetarian | Yes | To assign | No | Yes | Medication at fixed times |
| G006 | Example Guest 06 | Groom | H04 | Cousin | Mumbai | +91 98xxx xxxxx | All | Flight | Example flight 3 | Thu 13:20 | Non-vegetarian | Yes | To assign | Yes | Yes | Sharing with G007 |
| G007 | Example Guest 07 | Groom | H05 | Cousin | Mumbai | +91 98xxx xxxxx | All | Flight | Example flight 3 | Thu 13:20 | Non-vegetarian | Yes | To assign | Yes | Yes | Sharing with G006 |
| G008 | Example Guest 08 | Bride | H06 | School friend | Bengaluru | +91 98xxx xxxxx | Haldi, sangeet, wedding | Flight | Example flight 4 | Fri 09:05 | Vegan | Yes | To assign | Yes | Yes | Bringing a plus one |
| G009 | Example Guest 09 | Bride | H06 | Plus one of G008 | Bengaluru | +91 98xxx xxxxx | Haldi, sangeet, wedding | Flight | Example flight 4 | Fri 09:05 | Vegan | Yes | To assign | Yes | Yes | Name to be confirmed |
| G010 | Example Guest 10 | Groom | H07 | Colleague | Hyderabad | +91 98xxx xxxxx | Sangeet and wedding | Flight | Example flight 5 | Fri 14:30 | Eggetarian | Yes | To assign | Yes | Maybe | Waiting on leave approval |
| G011 | Example Guest 11 | Bride | H08 | Paternal uncle | Lucknow | +91 98xxx xxxxx | All | Train | Example train 6 | Wed 21:10 | Vegetarian | Yes | To assign | Yes | Yes | Arrives a day early |
| G012 | Example Guest 12 | Bride | H08 | Paternal aunt | Lucknow | +91 98xxx xxxxx | All | Train | Example train 6 | Wed 21:10 | Vegetarian | Yes | To assign | Yes | Yes | Travels with G011 |
| G013 | Example Guest 13 | Groom | H09 | Family priest | Varanasi | +91 98xxx xxxxx | Pheras and ceremonies | Train | Example train 7 | Thu 06:30 | Satvik | Yes | To assign | Yes | Yes | Needs a quiet room |
| G014 | Example Guest 14 | Groom | H10 | Neighbour | Nagpur | +91 98xxx xxxxx | Wedding and reception | Car | Shared car | Fri 18:00 | Vegetarian | No | None | No | Yes | Local stay with relatives |
| G015 | Example Guest 15 | Bride | H11 | Cousin | Kolkata | +91 98xxx xxxxx | All | Flight | Example flight 8 | Thu 10:50 | Pescatarian | Yes | To assign | Yes | Yes | Brings two children |
| G016 | Example Guest 16 | Bride | H11 | Child of G015 | Kolkata | +91 98xxx xxxxx | All | Flight | Example flight 8 | Thu 10:50 | Vegetarian | Yes | To assign | Yes | Yes | Age 6, needs an extra bed |
| G017 | Example Guest 17 | Bride | H11 | Child of G015 | Kolkata | +91 98xxx xxxxx | All | Flight | Example flight 8 | Thu 10:50 | Vegetarian | Yes | To assign | Yes | Yes | Age 3, no bed needed |
| G018 | Example Guest 18 | Groom | H12 | College friend | Chennai | +91 98xxx xxxxx | Sangeet and wedding | Flight | Example flight 9 | Fri 12:40 | Non-vegetarian | Yes | To assign | Yes | Yes | Performing at sangeet |
| G019 | Example Guest 19 | Groom | H13 | Mentor | Ahmedabad | +91 98xxx xxxxx | Wedding and reception | Flight | Example flight 10 | Sat 08:15 | Jain | Yes | To assign | Yes | Maybe | Confirm by the 1st |
| G020 | Example Guest 20 | Bride | H14 | Family doctor | Jaipur | +91 98xxx xxxxx | Wedding and reception | Car | Own car | Sat 10:00 | Vegetarian | No | None | No | Yes | Day visit only |
| G021 | Example Guest 21 | Groom | H15 | Maternal cousin | Indore | +91 98xxx xxxxx | All | Train | Example train 11 | Thu 05:55 | Vegetarian | Yes | To assign | Yes | Yes | Early arrival, early check-in |
| G022 | Example Guest 22 | Groom | H16 | Family friend | Surat | +91 98xxx xxxxx | Sangeet and wedding | Train | Example train 12 | Fri 07:20 | Jain | Yes | To assign | Yes | Pending | Reminder due Monday |
| G023 | Example Guest 23 | Bride | H17 | Neighbour | Jaipur | +91 98xxx xxxxx | Haldi and mehndi | Car | Own car | Thu 10:00 | Vegetarian | No | None | No | Yes | Women's functions only |
| G024 | Example Guest 24 | Bride | H18 | Cousin | Pune | +91 98xxx xxxxx | All | Flight | Example flight 13 | Thu 15:35 | Vegetarian | Yes | To assign | Yes | No | Declined, keep on list for photos |
Where it has been used
Shaped by how Sociana wedding apps bring guest data, travel and stay into one list.
Questions people ask
Why keep side and household?
Side helps with seating and gifting, and household decides how rooms and cars are shared. Both are easier to set at the start than to guess later.
How do I handle a plus one with no name yet?
Add the row with the placeholder name and the host's guest ID in the notes. A row you can see is better than a row you forget.
Is it safe to share this sheet?
Share it with the planner and the one family member who owns it, and not more. It holds phone numbers and diet details, so treat it as private.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.