Wedding Guest List & Seating Checklist
Keep track of who’s invited, who’s coming, and where everyone will sit at your reception. Use this checklist template to manage invitations, RSVPs, meal selections, and seating assignments in one place.
Use this template
Start a guest list checklist from this template, then add your own guest groups, notes, and special seating needs.
Upgrade to Pro to save your guest list checklist, reuse it, and export a version you can share with your planner or venue.
Wedding Guest List & Seating Checklist Preview
This template focuses on the tasks around building and managing your wedding guest list and reception seating, not the individual names. Use it alongside your own spreadsheet or list of guests.
Before sending invitations
- • Decide on estimated guest count and overall capacity
- • Create a list of must-invite guests (immediate family, close friends)
- • Create a list of nice-to-invite guests (extended family, coworkers)
- • Collect mailing addresses and preferred names for invitations
Invitations & RSVPs
- • Finalize invitation wording and RSVP deadline
- • Send save-the-dates (if using)
- • Mail formal invitations
- • Track RSVPs as they are received
- • Follow up with guests who haven’t responded
Meal selections & special needs
- • Record each guest’s meal selection (if applicable)
- • Note any allergies or dietary restrictions
- • Track children’s meals and high chair needs
- • Mark guests needing accessibility accommodations
Seating chart planning
- • Decide on table sizes and layout with the venue
- • Group guests by family, friends, work, etc.
- • Assign guests to tables and note table numbers
- • Decide on head table or sweetheart table arrangement
Day-of seating details
- • Create or print place cards or escort cards
- • Prepare a seating chart or welcome board
- • Share final seating assignments with the venue / coordinator
- • Keep a printed copy of the seating chart for quick reference
Why a guest list & seating checklist matters
Your guest list touches almost every part of the wedding — budget, catering, venue capacity, and even décor. Without a clear process, it’s easy to lose track of who’s invited, who’s responded, and where everyone will sit.
A simple checklist helps you move from “messy list” to an organized plan your venue and vendors can follow.
Wedding Guest List Checklist FAQ
Where do I keep the actual guest names?
This template focuses on tasks. You can keep names in a spreadsheet, contact manager, or separate list, and use this checklist to track progress and decisions.
How early should I finalize my guest list?
Many couples aim to finalize the majority of their guest list 6–9 months before the wedding, then refine it as RSVPs come in.
Can this help with post-wedding thank-you cards?
Yes. Add notes about gifts received or people who traveled far so writing thank-you cards is easier later.
Ready to organize your guest list?
Start with this template, then tailor it to your guest count, venue, and seating plan.
About this template
This wedding guest list & seating checklist is designed to complement whatever tool you already use for names and contact info.
Use it to stay on top of invitations, RSVPs, meal selections, and seating decisions.
Save, edit & export with Pro
- Save your guest list checklist
- Update it as RSVPs and changes come in
- Export a PDF for your planner or venue