Manage your guest list, set a budget, pick venues and vendors, model expenses, and track payments—all in one seamless tool.

Powered by Airtable, this template automatically connects workflows, eliminating repetitive tasks and simplifying your planning process. No expertise required—it’s as easy to use as Google Sheets but more powerful. An Airtable account is required but is free to use.

Step 1: Plan Your Guest List

Streamline your guest planning process from start to finish.

• Add all potential guests and use a ranking exercise to down-select your final list.
• Mark who will receive an invitation and track when RSVPs are sent.
• Keep track of RSVP responses, including who has confirmed, declined, or hasn’t responded, to guide follow-ups effectively.
• Record guest details like meal choices, dietary preferences, song requests, and contact information.
• Choose to manage RSVP information manually or import data via CSV files from tools like Zola.
• Organize guest details for seamless integration into your seating plan.

Step 2: Set Your Budget

Outline your wedding budget by category and integrate it into later workflows.

• Start with a pre-set list of common wedding categories like venue, catering, and photographer to outline your costs.
• Once your budget is set, it will integrate into the Model Your Budget workflow to compare vendor options and adjust spending.

Step 3: Pick Your Venue and Vendors

Compare, prioritize, and book vendors while seamlessly tracking their details.

• Add vendors by category (e.g., dress, makeup, photographer) and use tools like gallery views and shortlists to compare and prioritize options.
• Mark vendors as booked to access contact cards for quick reference and automatically fold details into the payment management workflow.

Step 4: Model Your Budget

Experiment with vendor options to ensure your choices align with your budget.

• Model different vendor choices, like venues, to explore how they fit within your budget.

Step 5: Manage Upcoming Payments

Log and track payments with progress updates and a calendar view for due dates.

• Once a vendor is marked as booked, it’s automatically added to the upcoming payments tab, where you can log due dates across multiple instalments and track progress (unpaid, in progress, fully paid).
• Use the calendar view to easily reference upcoming payments and stay organized.

Bonus Features

Manage every detail beyond the basics:

• Organize your seating plan with ease.
• Create a must-have photography shot list to capture your big day perfectly.
• Track gifts and thank-you notes to stay on top of post-event etiquette.
• Maintain a prioritized to-do list with progress tracking (complete, in progress, not started) and set deadlines to keep yourself on track.

Disclaimer

This template includes a mix of dummy data and real data for visualization purposes only. For example, while venue names reflect actual locations in California, the listed prices are AI-generated estimates. Please do not rely on this template as a source of truth. For accurate pricing and details, reach out directly to the venues or vendors.