Pro workbook: Guests, Tables, Budget, Timeline, Setup, Formulas. Sample data, real formulas.
| Guest list | |||||||||||||
| One row per invitation. Invited, attending, meals and tables are counted as the RSVPs come in. | |||||||||||||
| Event | Sat 14 Nov | Invitations | 12 | ||||||||||
| As of | 14 Sep | People invited | 24 | ||||||||||
| Days to go | 61 | Responded | 10 | ||||||||||
| Awaiting | 2 | ||||||||||||
| Guest(s) | Group | Adults | Kids | RSVP | Meal | Table | Gift | Thanked | Coming | Status | Coming | 17 | |
| Ana & Luis Costa | Family | 2 | 1 | Yes | Chicken | 1 | ✓ | ✓ | 3 | Ready | Kids coming | 6 | |
| Ben Okafor | Friends | 1 | 0 | Yes | Fish | 2 | ✓ | 1 | Ready | Maybe (people) | 2 | ||
| Dana Ruiz +1 | Work | 2 | 0 | Maybe | 3 | Maybe | Response rate | 83% | |||||
| Elif & Mert Kaya | Family | 2 | 2 | Yes | Vegetarian | 1 | 4 | Ready | Gifts to thank | 2 | |||
| Finn Walsh | Friends | 1 | 0 | No | Declined | ||||||||
| Gia Moretti | Work | 1 | 0 | Yes | Fish | 3 | ✓ | ✓ | 1 | Ready | Meal | Count | |
| Hugo & Ida Lind | Neighbours | 2 | 0 | Awaiting | Chicken | 4 | |||||||
| Jon Park | Friends | 1 | 0 | Yes | Chicken | 2 | 1 | Ready | Fish | 2 | |||
| Kate Novak family | Family | 2 | 3 | Yes | Kids | 4 | ✓ | 5 | Ready | Vegetarian | 6 | ||
| Leo Brandt | Work | 1 | 0 | No | Declined | Kids | 5 | ||||||
| Mara & Teo | Friends | 2 | 0 | Yes | Vegetarian | 2 | 2 | Ready | No meal yet | ||||
| Nora Patel | Neighbours | 1 | 0 | Awaiting | |||||||||
| Tables | ||||
| Seats per table on Setup, people assigned from the guest list (Yes only), and what's free. | ||||
| Table | Seats | Assigned | Free | Full |
| 1 | 8 | 7 | 1 | 88% |
| 2 | 8 | 4 | 4 | 50% |
| 3 | 8 | 1 | 7 | 12% |
| 4 | 6 | 5 | 1 | 83% |
| 5 | 6 | 6 | ||
| 6 | 6 | 6 | ||
| All | 42 | 17 | 25 | |
| Coming, no table yet | 0 |
| Budget | |||||
| What each item was budgeted at, what was quoted, what's paid — and the cost per head. | |||||
| Item | Budget | Quoted | Paid | To pay | vs budget |
| Venue | 2,400 | 2,400 | 1,200 | 1,200 | |
| Catering | 3,600 | 3,600 | 900 | 2,700 | |
| Drinks | 900 | ||||
| Photographer | 1,100 | 1,100 | 300 | 800 | |
| Flowers | 450 | 380 | 380 | -70 | |
| Music | 700 | 700 | 350 | 350 | |
| Invitations | 180 | 180 | 180 | ||
| Cake | 260 | ||||
| Total | 9,590 | 8,360 | 2,930 | 5,430 | |
| Per head (coming) | 492 | ||||
| Per head (invited) | 348 | ||||
| Paid so far | 35% | ||||
| Per head uses the quoted total where there is one, otherwise the budget. Red 'vs budget' means the quote came in over. |
| Timeline | |||||||
| What has to happen before the day, in order. Late and due-soon tasks stand out. | |||||||
| Task | Due | Done | Days | Status | Tasks | 8 | |
| Book venue | 1 Jun | ✓ | Done | Done | 2 | ||
| Send invitations | 15 Aug | ✓ | Done | Late | 1 | ||
| Confirm caterer numbers | 20 Oct | 36 | Later | Progress | 25% | ||
| Chase RSVPs | 10 Sep | -4 | Late | ||||
| Order cake | 1 Oct | 17 | Later | ||||
| Seating plan | 1 Nov | 48 | Later | ||||
| Final payment: venue | 7 Nov | 54 | Later | ||||
| Thank-you notes | 1 Dec | 78 | Later | ||||
| Setup | ||||||
| The date, the lists, and the tables with their seats. | ||||||
| Event date | 2026-11-14 | |||||
| As of | 2026-09-14 | Type =TODAY() to keep it live | ||||
| Groups | RSVP | Meals | Table | Seats | ||
| Family | Yes | Chicken | 1 | 8 | ||
| Friends | No | Fish | 2 | 8 | ||
| Work | Maybe | Vegetarian | 3 | 8 | ||
| Neighbours | Kids | 4 | 6 | |||
| 5 | 6 | |||||
| 6 | 6 | |||||
| Keep Yes / No / Maybe as the RSVP words — the counts are written for them. Twelve tables; the Tables sheet reads them in this order. |
| How the formulas work | ||
| Every formula in this workbook, in plain words. Nothing is hidden and nothing needs a macro. Formulas are shown without the leading = sign. | ||
| Where | Formula | What it does |
| Guests · Coming | IF(E8="Yes",C8+D8,0) | Adults plus kids, only for a Yes. Maybe is counted separately in the summary. |
| Guests · Status | IF(E8="","Awaiting",IF(E8="Maybe","Maybe",IF(E8="No","Declined",IF(AND(F8="",C8+D8>0),"Meal?",IF(G8="","Table?","Ready"))))) | What's missing for a Yes: a meal, then a table. Ready when nothing is. |
| Guests · Meal count | SUMIFS(C8:C157,F8:F157,M14,E8:E157,"Yes")+SUMIFS(D8:D157,F8:F157,M14,E8:E157,"Yes") | Adults and kids with that meal, among the Yes rows. 'No meal yet' is coming minus the meals counted. |
| Guests · Response rate | N5/N3 | Responded invitations over invitations. |
| Tables · Assigned | SUMIFS(Guests!$J$8:$J$157,Guests!$G$8:$G$157,A5) | Coming people whose table is this one. |
| Tables · no table yet | SUMIFS(Guests!$J$8:$J$157,Guests!$G$8:$G$157,"") | Coming people with the table cell empty. |
| Budget · Per head | IF(C25=0,B25,C25)/Guests!N7 | Quoted total (or budget if nothing is quoted yet) over people coming. |
| Timeline · Status | IF(C5<>"","Done",IF(B5="","No date",IF(B5<Setup!$B$4,"Late",IF(B5<=Setup!$B$4+14,"Soon","Later")))) | Done wins; then the due date against as-of, with a two-week 'Soon' window. |