Wedding RSVP & headcount tracker
A wedding RSVP and headcount tracker is a free tool for logging each invited party’s reply (Yes, No, Maybe, or Pending), adult and kid counts, meal choices, and dietary notes — then exporting a named catering report. Use it below: final headcount means Yes seats only, with names still attached to orders.
100% free · No signup, no email · Nothing leaves your browser
Event label (optional)
Shows on the printed report and in the text summary you copy for the caterer.
Guest list
Log RSVPs as they arrive. Keep names on meal orders — caterers need them, not just totals.
Headcount and catering report
Headcount & catering report
0 named parties on the list
Final headcount 0 0 adults · 0 kids
Add guest names and mark RSVPs — the headcount and meal breakdown appear here.
Everything stays in your browser — nothing is uploaded, no signup, no email.
How to track wedding RSVPs and final headcount
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Add every invited party
List each household or named invitee with how many adults and kids are on that invitation. Keep names on the list — your caterer needs them, not just totals.
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Log RSVPs as they come in
Mark each party Yes, No, Maybe, or Pending as paper cards, texts, and website replies arrive. The headcount updates live so you always know the real number, not a guess.
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Record meals and dietary notes
For everyone who said Yes, set a meal choice and any allergies or restrictions. Named meal orders prevent the “we submitted the list but it had no names” catering failure.
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Export the catering report
Download a CSV, print the summary, copy a text report for your venue, or send your partner one share link that opens the exact same guest list and headcount.
How couples usually lock a catering headcount
The number that goes to the caterer is almost never “everyone we invited.” It is the people who said yes, counted as adults and kids, with meal choices attached to names — not anonymous totals. Couples who only keep a running guess in a group chat routinely discover, too late, that they had 37 adults instead of “about 50,” or that the meal list the planner submitted had no names on it.
| RSVP status | In final headcount? | Typical use |
|---|---|---|
| Yes | Yes — adults and kids | Catering order and meal counts |
| No | No | Declines you can stop chasing |
| Maybe | No (shown as a buffer) | Soft maybes to discuss with the venue |
| Pending | No | Chase list before the final-count deadline |
- Final headcount = Yes only — Maybe and Pending stay visible but do not inflate the catering total.
- Keep names on meal orders — anonymous seat totals are a common source of day-of mix-ups.
- Lock the number after the RSVP deadline — most venues want the Yes count about 1–2 weeks before the wedding.
A practical rhythm: send invitations with a clear RSVP deadline, log every reply the day it arrives, chase Pendings one week before the venue’s final-count date, then export the Yes list with meals and dietary notes. Keep Maybe seats visible as a buffer conversation with your caterer — do not quietly fold them into the paid headcount until they confirm. If you’re also splitting wedding-party costs, the free budget & expense splitter covers that next.
Frequently asked questions
A wedding RSVP and headcount tracker is a free tool where couples log each invited party’s reply (Yes, No, Maybe, or Pending), adult and kid counts, meal choices, and dietary notes, then export a named catering report. It replaces spreadsheet guesswork — final headcount means Yes seats only, with names still attached to meal orders.
Add each invited party with adult and kid counts, then mark their RSVP as Pending, Yes, No, or Maybe as replies come in. Add meal choices and dietary notes for guests who are attending. The tracker shows your final headcount, meal breakdown, and a named list you can export for the caterer.
Only guests marked Yes count toward the final headcount — adults and kids separately. Maybe and Pending seats are shown in the summary so you can plan buffers, but they are not included in the catering total until you change their status to Yes.
List named invitees (or named households) whenever you can. Caterers and venues usually need a named meal list, not only a headcount number — anonymous totals are a common source of day-of meal mix-ups. Use the adults/kids fields when one invitation covers a family.
Put the named invitee (or household) on one row and set Adults and Kids to match that invitation. When a plus-one is confirmed, bump the adult count or add a separate named row if you want their meal choice tracked individually.
Most venues ask for a final count about 1–2 weeks before the wedding, after your RSVP deadline. Use this tracker to chase Pendings before that date, then export the Yes headcount and named meal breakdown for the catering order.
Update their status when you hear from them — the headcount and meal totals recalculate immediately. Keep a short buffer with your caterer for last-minute Yes replies if your contract allows it; the Maybe column shows who might still tip either way.
Yes — completely free, with no signup, no email address, and no paywall on any feature including CSV export, printing, and share links. It’s a free tool from Wedding Arrivals, a wedding photo-collection service.
Both. Your list saves automatically in your browser, so you can come back to it. “Copy share link” packs the whole guest list into a link — send it to your partner or planner and they open the same RSVPs, meals, and headcount. You can also download a CSV or print a clean catering summary.
No. Everything runs in your browser — names, RSVPs, and meal choices are never uploaded to a server. Saved lists live in your own browser storage, and a share link carries the data inside the link itself, readable only by people you send it to.
Headcount sorted? Don't lose the photos.
Your guests will take 300–600 photos at the wedding — and without a plan, they stay scattered across everyone's phones. Wedding Arrivals collects them all with one QR code: guests scan and upload from the browser, no app, no account, and you keep every original.