heidzillas how to: guest list

RSVP # - when you send your RSVPs, whether it be postcards or the cards in envelopes, number them all based on this list, lightly in pencil on the back or on the corner by your return address. You wouldn’t believe that people actually forget to write their name on them. I wouldn’t have believed it AT ALL until we got TWO that way. I was glad we numbered them, although the postage cancellation gave it away, too, although that was luck.

LIST – If you choose to do A/B lists… you can do that here. I like to use this space for an initial of whose family it is… If your name is Jane Doe and his is Bill Smith, put S for his family’s guests, and D for your family, and J for your work people  and friends, and B for his work people and friends. Then do a  U for “us” – people you’re mutually friends with. This helps with sorting and double checking. Especially when phone calls need to be made for the people who didn’t RSVP in the time they were asked to and you need to give the list to your mom or your fiance’s mom.

ROOMS – This is where you can guestimate who would book a room for your room block and then you can easily reserve that many. Once you’ve reserved, the hotels can usually share the list of the people who have booked rooms under your wedding code with you. You can clear your guesestimate from that column and then fill in who has booked. If you do welcome bags, you’re all set with how many you need and who’s booked if you want to write personalized name tags or notes.

INVITED – how many people were invited per this invitation (include the “and guest” count here, too!)
ACCEPTED - how many people are coming
REGRETS - how many people aren’t coming  (rocket science, right?)

 
ABBR 1 – Mr.’s only in this column!
First Name 1 - if your girlfriend gets “and guest”  write guest in this line until you get the RSVP with his name, or no guest at all. If it’s no guest, be sure to put that in your regrets line, or your invited to accepted/regrets count will not match up.
Last Name 1

ABBR 2 - Mrs/Miss/Ms.  Keep all your ladies on the right hand side, even if you’re only inviting a lady with no gentleman. That way, when you need to export your list to whomever is throwing your shower and/or bachelorette parties, it’s all set and you don’t have to reformat. 

Meal Choice 1
Meal Choice 2

Email 2 - If there’s no primary email address, so you have one for each guest. Make 1 the boy’s and 2 the girls for easy sorting for the bachelor/bachelorette parties!

Other columns to consider along the way:

• Phone numbers (especially for RSVP time)
• Table number -  once you assign them, so it’s an easy reference and you can export your list of names plus table number for your calligrapher or designer.
• Personal notes - Such as your mother in law mentioned that her sister Sally can’t stand your father in law’s Uncle Milton. Reference your notes pre-table assigning. Do you have friends or family members allergic to peanuts? What about with gluten allergies? Note these so you can alert your caterer and/or bakery.
• Childrens’ names – I’ve only accounted for 2 people per invitation. You might have more lines and more meal selections. (You could also put them on the next row so your spreadsheet doesn’t get any wider… Remember to repeat the RSVP # on the left hand side.