Guest list and assignment spreadsheet
Download the Excel file. Three sheets: a read me, a guest sheet, and a table count that sums people rather than rows, so a plus-one is counted as a chair.
Free downloads
Wedding Seating Chart Templates
Three templates, downloadable without an email address. One spreadsheet for the guest list and table assignments, one printable chart for the door, and one blank floor plan grid for working out where the tables go.
If a template is what you need, take the template. Nothing on this page is trying to talk you out of it.
By Rosa Haye, founder of RH Seating StudioLast updated
Free format center
Choose the template that matches the way you are planning
Preview the setup first, then download the real file directly. There is no email gate and every format stays on this canonical page.
Your starter
Excel for 120 guests
Guest list, assignments and a table-count summary that counts people rather than rows.
- Tables to start
- 15
- Seats per table
- 8
8 guests comfortably, including chairs and normal service space.
Download ExcelDownload the templates
Everything below is free and ungated. No email, no account, no "unlock the editable version".
The spreadsheet is the one most people want. It has a guest sheet with columns for name, household, plus-one, dietary note and table, and a summary sheet that counts people per table so you can see immediately when a table is over.
The same sheet as CSV
Download the CSV to import straight into Google Sheets, Numbers or anything else.
Printable seating chart
Download the PDF. Three ruled columns of name and table, to fill in and print at any size up to an 18 by 24 inch board.
Blank floor plan grid
Download the floor plan grid. One square is two feet, with 60-inch and 72-inch round cut-outs drawn to the same scale.
Every one of those is a direct file link. No email address, no account, no unlock step. More printable stationery is on the free tools page.
Which template for your table setup
The spreadsheet works for any setup. The printed chart and the floor plan grid depend on what shape your tables are.
| Your setup | Use | Note |
|---|---|---|
| All 60-inch rounds | Grid + spreadsheet | Eight per table. Most common wedding setup. |
| All 72-inch rounds | Grid + spreadsheet | Ten per table. Fewer tables, more per table. |
| Long banquet tables | Spreadsheet only | The grid assumes rounds. Sketch long runs by hand. |
| Mixed rounds and long | Grid + spreadsheet | Place the long tables first, fill rounds around them. |
| Under 50 guests | Spreadsheet only | Six tables is a list you can hold in your head. |
How to fill it in
The order matters more than the tool. This is the same sequence as the full wedding seating chart guide, compressed.
01Enter households, not individuals
One row per household with a headcount column. "The Okafors, 4" is one row and four chairs. Entering four separate rows makes the arithmetic right and the sorting useless.
02Count plus-ones as people
A plus-one with no name still takes a chair. Put a 1 in the headcount column for it, or the per-table count will be wrong in exactly the way that only shows up on the day.
03Fill the fixed tables first
Head or sweetheart table, then parents. Then the largest households, because they only fit in a few places.
04Check the summary sheet
Any table over its capacity turns red. Any table at exactly capacity is worth a second look, because it leaves no room for the surprise guest.
05Print the chart alphabetically
By surname for most weddings, not by table. The interactive alphabetical or by-table wedding seating chart shows the same 80-person plan both ways so you can see what the guest has to scan.
When a template stops being enough
A template holds the assignment. It does not hold the room, and it has no way of knowing whether the eleven tables in column A physically fit with walkways between them.
It also freezes at the moment you print it. Every change after that means a new print, and the venue may well be working from the version you emailed on Tuesday.
Three signals that you have outgrown it: the guest count is past about 100, more than one person needs to read the plan, or the plan is still moving in the final week. The honest comparison is on seating chart software vs spreadsheets, including the cases where the template still wins.
Skip the template and build it live
The free seating chart maker does what the three templates do together: draws the room to scale, holds the guest list against it, and produces both the printed chart and a guest page with a QR code.
If you have already filled in the spreadsheet, none of that work is wasted. Copy the name column and paste it straight in. Existing table assignments come across with it.
Frequently asked questions
Are the templates really free?
Yes, with no email address required. Downloading a seating chart template should not cost you a marketing list subscription.
Can I edit the templates?
The spreadsheet is a normal Excel file and opens in Google Sheets. The printed chart and floor plan grid are PDFs designed to be filled in by hand or printed and written on.
How many guests do the templates handle?
The spreadsheet ships with 120 blank rows and takes as many more as you need. The printed chart PDF holds 102 names per sheet in three columns, so print two or three copies for a larger wedding rather than shrinking the type below what a guest can read at arm's length.
Should I use a template or software?
Template under about 100 guests with a simple room and one reader. Software when the room is complicated, when the venue and planner also need the plan, or when it will still be changing in the final week.
Continue from here
Take the template. Then take the room with it.
Paste your list into the builder and the floor plan draws itself around it.
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