Creating A Wedding Spreadsheet: Tracking Your Big Day

Planning a wedding can be a daunting task, but creating a spreadsheet can help you stay organized and on top of the details. A wedding spreadsheet can be used to manage your guest list and track RSVPs, create and stick to a budget, and plan the timeline of your big day, including the schedule and photography shots. You can also use it to store and share important information, such as vendor and important contacts, and even create a music playlist. With so many moving parts, a well-organized spreadsheet will ensure your wedding planning stays on track.

Budgeting

Visualize Your Budget:

Break down your budget into categories and percentages. You can use a 2-D Pie Chart in Excel or similar tools in other software to visualize where your money is going. This will help you understand your spending and allocate funds effectively.

Track Expenses and Payments:

Your spreadsheet should include columns for estimated costs, actual expenses, and payments made. This will allow you to track your spending and ensure you stay within your budget. Include a section to record confirmed vendors and their details to keep track of who you have hired and for what purpose.

Add Notes and Details:

Wedding planning involves numerous small details that can be overwhelming. Include a "Notes" column in your spreadsheet to record vendor contact information, website links, additional notes, and any other relevant information. You can hide or unhide this column as needed to keep the important details accessible without cluttering your spreadsheet.

Use Templates:

Take advantage of the various free wedding budget spreadsheet templates available online, such as those offered by Microsoft, Google Sheets, The Knot, and other wedding planning websites. These templates provide a pre-made structure that you can customize to your needs, saving you time and effort.

Research and Compare:

When comparing vendors, create a spreadsheet to track important details such as prices, services offered, and any additional charges. This will help you make informed decisions and easily compare different options to find the best fit within your budget.

Share and Collaborate:

Share your wedding budget spreadsheet with your partner, wedding planner, or other loved ones involved in the planning process. This allows for joint planning and ensures that everyone is on the same page regarding expenses and budgeting decisions.

Guest list

A wedding guest list template is a great way to keep track of your guest-related information. It can be as simple or as detailed as you like. You can use a basic spreadsheet program or a word processor to create your template, or you can download a template from a wedding planning website.

Your guest list template should include the names and addresses of your guests as a minimum. You can then add columns for dietary restrictions, number of children, gifts, and any other information you need to keep track of. If you're using a downloaded template, it may include columns for first name, last name, address, email address, dietary restrictions, save the dates, invitations, the number of guests, number attending, children, rehearsal attendance, table number, gift description, and notes.

It's a good idea to separate your guest list into different categories, such as the bride's guests, the groom's guests, and guests for other events like the bridal shower. That way, you can keep track of invitations and RSVPs for each event. You can also use your guest list template to create address labels and write thank-you notes.

Some templates allow you to upload an existing spreadsheet if you already have some guest information. You can also use your phone's address book to add contacts or send a link to your guests to provide their details.

When creating your guest list, start with your VIPs—both sets of parents and your closest family members. Then work your way through the guests in order of importance to you. You can also create a simple ""A, B, and C" list, with the A list being your closest friends and family, the B list being those you know well but aren't your best friends, and the C list being people you'd like to see but won't be heartbroken if they can't make it.

Finally, consider the display style of your guest list. Some templates offer different views, such as a default view that divides guests into sections based on their relationship with the bride or groom. An alphabetical guest list view can be helpful for larger weddings, and a full-table style can be useful for seeing all the information in one place, especially when catching up with caterers or your venue.

Vendor contact list

A wedding vendor contact list is an important part of planning your big day. It ensures that you have all the information you need in one place and can easily be handed off to a friend, family member, or wedding planner. Here are some tips on how to create a comprehensive vendor contact list:

Columns

Start by creating columns for the vendor's name, contact person, phone number, email address, website, and any other relevant details. You may also want to include columns for prices, quotes, and notes on what has been agreed upon. This will help you keep track of the different vendors and their offerings, making it easier to compare and make decisions.

Details

When reaching out to vendors, it's essential to have a clear idea of what you need to know to make your decision. For example, if you're looking for a hair and makeup artist, you'll want to know the prices for hair and makeup services, any additional charges for other people or an assistant, travel fees, and their website. Collecting this information and adding it to your spreadsheet will make it easier to refer back to and help with follow-ups.

Updates and Changes

Keep your vendor contact list up to date by making sure to add any new information or changes. For example, if you've agreed on a price or finalised specific details, update your spreadsheet accordingly. This ensures that everyone is on the same page, and you don't have to rely solely on memory or searching through email threads.

Organisation and Customisation

Organise your vendor contact list in a way that works best for you. You may want to use colour-coding or emojis to indicate your favourites or the status of each vendor (e.g., contacted, responded, booked). Customise your spreadsheet to include all the relevant information for your wedding. For instance, if you're having a destination wedding, you might want to add a column for travel or accommodation information for each vendor.

Accessibility

Make sure your vendor contact list is easily accessible to those who need it. Save it in a shared folder or cloud storage so that your wedding planner, partner, or family members can access and edit it. This ensures that everyone is working with the same information and can provide updates or changes as needed.

By creating a comprehensive vendor contact list, you'll have all the information you need at your fingertips, making the planning process more efficient and helping to ensure a stress-free wedding day.

Photography shot list

A wedding is a complex event full of intricate details that need to be carefully captured by your photographer. Creating a shot list and sharing a checklist of must-have photos with them ensures that you get the pictures you've imagined and makes their job easier.

Pre-Wedding Photo List

• Wedding day outfit or dress hanging on the wardrobe, bedpost, or chair
• Wedding party and guests of honour getting dressed and applying makeup
• Parent or guardian helping the bride with a detail such as the veil, shoes, or zipping up the outfit
• Full-length shot of the bride in the outfit, looking in the mirror
• Detail shots of clothing, shoes, accessories, and any other special items
• Emotional shots of the bride with parents, stepparents, and/or siblings
• Touching shots of the bride hugging an honour attendant or close friend
• Bride with the wedding party
• Emotional shots of the bride and groom with parents and siblings before the ceremony

Wedding Ceremony Shot List

• Guests entering the site
• Ushers escorting guests and parents to their seats
• Close-up of the groom waiting for the bride
• Wedding party coming down the aisle
• Flower girl and/or ring bearer
• Honour attendants
• Grandparents walking down the aisle
• Wedding party waiting at the altar
• Bride coming down the aisle with or without parents
• Close-up of the bride just before making their entrance
• Couple at the altar, including the officiant
• Arch, altar, or canopy from the back during the ceremony
• Wide shot of the audience during the ceremony, from the couple's point of view
• Couple exchanging vows and rings
• The first kiss as a married couple
• The couple's recessional
• Couple outside the ceremony site
• Couple hugging, laughing, and crying with friends and family
• Couple leaving the ceremony site

Cocktail Hour Photo List

• Reception space before guests are seated
• Place cards and decorative tables
• The cake and dessert table
• Candids and group shots with guests
• Bartender serving guests
• Couple popping champagne with the wedding party

Reception Shot List

• Candids and reactions to speeches
• Couple kissing at their table
• Golden hour photos of the couple
• Bouquet and garter toss
• Sparkler or confetti sendoff

Detail and Decor Shots

• Something borrowed, new, and blue
• Invites and save-the-dates
• Flowers and boutonnieres
• Flat lay photos
• Venue shots, including the ceremony site, flowers, and interior and exterior details

Bride Getting Ready

• Bride getting makeup and hair done
• Candids in the bridal suite interacting with the bridal party
• Bride with bridesmaids in robes
• Bride reading a letter from the groom
• Bride putting on her dress and shoes
• Bride revealing herself to the bridesmaids
• Individual shots of the bride before the first look

Groom Getting Ready

• Groom putting on attire and shoes
• Candids with groomsmen
• Groom reading a letter from the bride
• Individual shots of the groom before heading to the first look

Full Wedding Party

• Individual shots of the bride with each bridesmaid
• Individual shots of the groom with each groomsman
• Bride with all bridesmaids
• Bridesmaids' serious and funny photos
• Groom with all groomsmen
• Groomsmen's serious and funny photos
• Full bridal party photo, including cheering and tunnel shots

Family Photos

• Couple with the bride's immediate family, siblings, and grandparents
• Couple with the groom's immediate family, siblings, and grandparents
• Individual shots of the couple with each set of grandparents
• Couple with both sets of parents
• Couple with siblings
• Couple with close family members

Wedding day schedule

A wedding day schedule is one of the most important tools to ensure your big day goes off without a hitch. A clear schedule will keep everything in check, from the start time for getting ready to the wedding party's introduction at the reception. It will also help with planning vendor deliveries, as well as setup and breakdown times.

9:00 a.m. - Wedding planner and rental company arrive.

9:30 a.m. - Wedding party breakfast.

10:30 a.m. - Floral and additional decor load-in begins.

11:00 a.m. - Hair and makeup team arrive.

11:30 a.m. - Hair and makeup begin.

12:30 p.m. - Lunch delivery.

1:00 p.m. - Photographer arrives and begins capturing getting-ready moments with the bridal party.

1:30 p.m. - Personal flowers delivered.

2:15 p.m. - Wedding party and VIPs get dressed.

2:30 p.m. - Couple gets dressed.

2:50 p.m. - Travel to the venue (if applicable).

3:10 p.m. - First look and couple portraits.

3:30 p.m. - Caterer load-in.

3:40 p.m. - Immediate family and officiant arrive.

3:50 p.m. - Wedding party portraits.

4:10 p.m. - Immediate family portraits.

4:30 p.m. - Guests start arriving, so the couple and wedding party should decamp to a holding area.

5:00 p.m. - Ceremony starts.

5:40 p.m. - Cocktail hour commences.

6:00 p.m. - Soundcheck for the band/DJ.

6:10 p.m. - Reception room detail photos.

6:30 p.m. - Quiet moment alone for the couple.

6:40 p.m. - Guests are invited in for dinner.

6:45 p.m. - Pre-dinner reception programming (introductions, first dance, welcome toast, etc.).

7:20 p.m. - Dinner is served.

7:30 p.m. - Vendor meals (except for the band and catering staff).

8:00 p.m. - Dancing, cake-cutting, and late-night snacks.

11:00 p.m. - Grand exit to conclude the reception.

11:15 p.m. - Vendor load-out begins.

Remember, this is just a sample timeline and can be adjusted to fit your unique wedding plans. It is also a good idea to have extra copies of your wedding day schedule on hand for any VIPs or wedding party members who might need a little extra direction. Finalize your schedule about a month before the wedding and share it with your vendors, confirming the timing again about a week before the big day.

Frequently asked questions