Free templates for event organizers
Spreadsheets we would use ourselves if we did not have the app: a guest list, a registration form, an RSVP tracker and a door list. Download, no email address needed.
Every template here is a real spreadsheet we built for organizers who asked for one: a wedding planner who wanted a seating column, a club promoter who needed a door list that prints on one page, a company that had to count sign-ups per ticket type. Each file opens in Excel, Google Sheets or Numbers, has a summary tab that does the counting, and comes with a guide page that explains every column.
Free guest list template (Excel, Google Sheets and CSV)
A clean guest list with the columns organizers actually use: contact details, group or tag, companions, whether the invitation went out, the RSVP, and a check-in column for the door. The wedding version adds households, sides, meal choices, tables, gifts and thank-you notes. Both come with a summary sheet that counts attending, pending and declined for you.
- Name, Email, Phone
- Group / tag
- Companions
- Invitation sent
Event registration form template (fields, sheet and summary)
Two things in one file: the list of fields a registration form should ask, with type and whether it is required, and the sheet where registrations land, with ticket type, number of tickets, dietary needs, consent and status. Use it with Google Forms, a paper form, or as the blueprint for your own page.
- Form fields sheet
- Registered on
- Ticket type and Tickets
- Status
RSVP form template: questions to ask and a sheet to track replies
An RSVP form only needs a handful of questions, and this template has them: attending yes or no, how many people, companion names, dietary needs, a message and the date of the reply. The summary sheet tells you how many replied, how many are coming and how many people that is in total.
- Attending
- Number of guests
- Companion names
- Dietary needs
Event check-in sheet template (printable door list)
A door list that works on paper or on a phone: name, ticket type, ticket ID, companions expected, a Checked in column, the time and which door or staff member admitted them. The summary counts how many are in and how many have not arrived. Sort by name before the doors open and hand a copy to each entrance.
- Name and Ticket type
- Ticket ID
- Companions
- Checked in and Time
Spreadsheet or app?
A spreadsheet is enough when one person keeps the list, guests reply to you directly, and the door is a printed list with a pen. That covers most dinners, small parties and meetings up to about 50 people.
It stops being enough when guests should answer themselves, when two people work the door at the same time, or when every guest needs a ticket. Copying replies from text messages into a sheet, and two phones overwriting each other on a shared document, are the two problems we hear about most.
GuestlistOnline does the same job without the copying: guests reply on an RSVP page, the list updates itself, invitations and QR tickets go out by email, and the scanner app checks people in at the door. It is free for events up to 50 guests, and you can import any of these spreadsheets as a CSV to start.
How to use these templates
- 1
Download the Excel file. For Google Sheets, open sheets.google.com, choose File, Import, Upload and pick the file; the formulas keep working.
- 2
Delete the example rows and add your guests, one per row. Keep the column headers: the summary tab counts on them.
- 3
Fill in the status columns (invited, RSVP, checked in) as replies come in. The summary tab updates the totals.
- 4
Print the list sorted by name for the door, or export it as CSV and import it into GuestlistOnline when you want guests to reply online.
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