The key to planning a stress-free destination wedding is organization. I’ve created some simple destination wedding planning spreadsheets to help you manage your budget, RSVP list, and seating plan. They’re free and anyone can use these spreadsheets, even if you’re not an excel guru. Just click on the links below to download each spreadsheet, save it to your hard drive, and plug in your information. It’s that simple.
All spreadsheets are password protected to prevent accidental changes to formulas in the document. You don’t have to enter a password to start working on your spreadsheets. If you are very comfortable with excel and would like to make edits to the sheet, you can enter the following password to unprotect the sheet: destination.
Destination Wedding Budget Spreadsheets
Simple Destination Wedding Budget Spreadsheet
Use this template if you are not comfortable with excel. All you have to do is plug in your amounts and the totals will be calculated using pre-set formulas that have already been created for you.
Detailed Destination Wedding Budget Spreadsheet
Use this template, if you’re a little more comfortable with excel and want more details in your budget.
Destination Wedding Seating Plan
I’m not a fan of assigned seating at wedding receptions but I am a big believer in assigned tables. I think it’s a good idea for the bride and groom to assign each guest to a table, but let them sit anywhere they want to on that table. Assigned table seating is a great way to group people together in a way that encourages conversation and helps people get to know each other.
Ideally, you’ll want to mix up each table. Put each guest next to at least one other person they know so that they’re comfortable, but also next to a few people they don’t know. You should think about grouping people of similar ages, personalities and interests. You might not want to put your conservative 75 year old grandmother in the same table with your wild 24 year old buddy who is likely to end up dancing on top of the table. If there are people who don’t get along, you should make sure you place them in tables as far from each other as possible. Check out this cool infographic for more on table seating etiquette.
Download the spreadsheet below to help you easily plan out who will sit on each table of your reception. All you have to do is type in the name of each person you want on table 1, table 2, etc.. and the chart will automatically add up the number of guests at each table.
RSVP Tracking Spreadsheet
One of the most stressful parts of any destination wedding is getting an accurate headcount, especially if a special group rate or free wedding is hinging on that number.
Use this spreadsheet to keep track of your RSVP’s. All you have to do is type in the name of your guests when invitations go out and then update the sheet by choosing “yes” or “no” from the dropdown each time someone RSVP’s. You can also fill in the number of people accompanying each guest. The total number of guests who RSVP “yes” will be automatically calculated so that you can send this number to your vendors.