A Wedding Invite Spreadsheet: The Ultimate Guide To Inclusions

Planning a wedding can be stressful, but creating a wedding invitation spreadsheet can help you stay organised. This is your chance to get creative and decide what information you want to include. The more details you provide, the fewer questions you'll have to answer from guests. From the date and time to the location and dress code, there's a lot to consider. You can also include RSVP cards, maps and extra information about the venue, such as parking instructions. It's also a good idea to include dietary requirements, plus ones and gift preferences.

Host names, a warm invitation sentence, couple's names, date, time, and location

When it comes to wedding invites, there are several key elements that should be included to ensure your guests have all the information they need. Here are some detailed instructions and suggestions for the components you mentioned:

Host Names:

The host names are typically the people who are financially contributing to or hosting the event. This could be the couple themselves or their parents/relatives. It is common to include the hosts' titles (Mr., Mrs., Ms., Miss, or the gender-neutral Mx.) and their full names. For example: "Mr. and Mrs. John Smith request the pleasure of your company."

A Warm Invitation Sentence:

This is where you can get creative and add a personal touch to your invite. A simple option could be: "request the pleasure of your company." But if you want something more unique, you might say: "invite you to share in our joy as we get married." You can also include a line about the type of celebration, such as: "followed by drinking and dancing."

Couple's Names:

Traditionally, the woman's name is listed first for heterosexual couples, but you can order the names however you prefer. For LGBTQIA+ couples, you might order the names alphabetically, by age, or however you see fit. You can include first and middle names, first and last names, or full legal names. An example would be: "Jessica and Edward cordially invite you to celebrate with them."

Date, Time, and Location:

Be sure to include the specific date, time of day (a.m. or p.m.), and location of the ceremony and reception if they are at different venues. It is also helpful to include the address and any relevant venue information, such as parking availability. You might say: "Saturday, the twenty-first of October, two thousand and twenty-three, at two thirty in the afternoon, at [venue name and address]."

Remember, you can always include additional details on separate cards or your wedding website. These suggestions are just the starting point for crafting your perfect wedding invitation!

RSVP card or instructions for digital RSVP

The RSVP card is a crucial component of your wedding invitation suite. It provides guests with a convenient way to confirm their attendance and helps you keep track of your guest list. Here are some detailed instructions and tips for including RSVP cards or digital RSVP options:

Traditional RSVP Cards:

• Include a separate RSVP card within the invitation envelope. This card should have a deadline for responses, preferably three to four weeks before the wedding date.
• Provide a pre-stamped and addressed envelope for guests to return their RSVP cards. Ensure your address is on the envelope, and consider including a fun RSVP wording idea that matches your wedding theme.
• The RSVP card can also be used to collect additional information, such as meal preferences or dietary restrictions. This is especially useful if you are offering a plated dinner with entrée options.
• If you have a wedding website, you can include its URL on the RSVP card, providing guests with easy access to more detailed information about the wedding.

Digital RSVP Options:

• Instead of a traditional RSVP card, you can opt for a digital RSVP system. This can be as simple as providing an email address or a link to an online form on your wedding website.
• Digital RSVPs are a more modern and environmentally friendly approach. They also allow you to receive responses faster and can make it easier to manage your guest list and track responses.
• If you choose a digital RSVP option, ensure you clearly communicate the process to your guests. Include instructions on how to RSVP, any deadlines, and any other relevant information they need to know.
• You can also use digital tools like Google Sheets or wedding planning websites to manage your guest list and RSVP responses. This makes it easier to share information with your wedding planner, caterer, and other vendors.

Whether you choose traditional RSVP cards or digital RSVPs, it's essential to make the process as straightforward as possible for your guests. Clear instructions and providing all the necessary information will ensure a smooth response process and help you accurately plan for your big day.

Travel and accommodation details, attire, parking, and wedding website

Travel and accommodation are essential details to include on your wedding invite spreadsheet. If you have guests travelling from out of town, it's a good idea to suggest a few local hotels or B&Bs and perhaps reserve a few rooms in advance. You can also provide the name and address of the hotel you've booked a room block at, along with any special codes or booking deadlines.

Additionally, providing directions to the venue and instructions for parking is extremely helpful, especially for guests who are unfamiliar with the location. You can also include a custom map of the area, showing the ceremony and reception sites in relation to each other, or a list of local attractions and recommendations for guests who are combining the wedding with a vacation.

For attire, it is optional to include this on the wedding invite, as you can use your wedding website to communicate this detail. However, you can include a line indicating the dress code, such as "Casual Attire", "Semi-Formal Attire", or "Black Tie". If your wedding has a unique setting, like a marquee or an outdoor ceremony, it's helpful to give guests more specific guidance, like suggesting "lawn-friendly" shoes.

Finally, a wedding website is a great way to centralize all these details and more. It's an incredibly helpful resource for your guests, where they can find important information like accommodation suggestions, travel and parking instructions, attire guidelines, and even registry info.

Dietary requirements and allergies

Include a Column for Dietary Restrictions and Allergies:

When creating your wedding guest list spreadsheet, be sure to include a dedicated column for dietary restrictions and allergies. This will allow you to easily identify and organise your guests' requirements. You can use simple labels such as "Dietary Restrictions" or "Allergies" to prompt guests to provide relevant information.

Collect Detailed Information:

Encourage your guests to be as detailed as possible when disclosing their dietary restrictions and allergies. For example, if a guest indicates a gluten allergy, clarify the severity and any specific precautions that need to be taken. This will help you communicate accurate information to your caterers and ensure the safety of your guests.

Share Information with Caterers:

Once you have collected dietary information from your guests, compile a comprehensive list and share it with your caterers well in advance of the wedding. This will give them sufficient time to plan and prepare meals that accommodate everyone's needs. It is also helpful to provide this information to the venue's staff, especially if they are handling food and beverage services.

Consider Special Diets:

Be mindful of guests who follow special diets, such as vegan, vegetarian, halal, or kosher diets. Include a section in your spreadsheet to indicate these dietary preferences, as they may require specific meal options. Discuss these requirements with your caterers to ensure they can provide suitable alternatives.

Offer Options for Restricted Diets:

For guests with allergies or intolerances, consider providing a variety of options that cater to their needs. For example, if you know you will have guests who are gluten-intolerant, offer gluten-free alternatives for bread, pasta, or desserts. Discuss these options with your caterers to ensure a safe and enjoyable dining experience for all your guests.

Handle Last-Minute Changes:

It is always a good idea to be prepared for last-minute changes or additions to your guest list. Maintain open communication with your guests, and be ready to update your spreadsheet and inform your caterers of any new dietary requirements that arise close to the wedding date.

By following these steps, you can effectively manage dietary requirements and allergies for your wedding. This will ensure that your guests feel considered and cared for, allowing them to fully enjoy the celebration without worrying about their dietary needs.

Gift registry or honeymoon fund

When it comes to wedding gifts, it's important to be tactful and sensitive to different preferences and traditions. While it's considered impolite to include a gift registry on your printed wedding stationery, you can direct guests to your wedding website, where you can provide details of your honeymoon fund and a small gift registry. This approach ensures that everyone is happy, from those who prefer to give cash gifts to those who would rather purchase an item.

If you're creating a wedding website, consider including a dedicated page for gifts, where you can provide information about your honeymoon fund and a link to your gift registry. You can also add a short poem to politely request gifts and soften the ask. Here are some examples:

> As we’ve lived together for a year or two,

> We really don’t need anything new

> But if you were thinking of getting us a small wedding gift,

> Some money for our honeymoon wouldn’t go amiss.

> When thinking of a gift for us

> We ask if you’d please consider

> Contributing to our honeymoon to make it all the sweeter.

> Our house is full of all the things a couple could require,

> And so a holiday away is what we most desire.

> Then while we’re relaxing on the beach or by the pool so blue

> We’ll sit back and know that it is truly thanks to you

If you prefer not to have a wedding website, you can include a separate card with your invitation, providing details about your gift preferences. This card can be designed to match your wedding stationery and include a polite message about gifts.

When creating your wedding guest list spreadsheet, you can include a column for gifts received. This will help you keep track of who gave which gift, making it easier to send personalised thank-you notes after the wedding. In your spreadsheet, you may also want to include columns for dietary restrictions, the number of guests invited and attending, and separate sheets for different wedding events, such as the bridal shower and rehearsal dinner.

Frequently asked questions