Kids Party Guest and RSVP Tracker

Who this is for

The guest list for a child's party. Record when each invitation went out, who has replied, who is coming, which parents are staying and any dietary needs, and the head counts for food and party bags work themselves out.

Parents organising a birthday or end-of-term party at home or at a venue, especially when the invitations went through a class and half the parents are strangers.

What this helps you track

• Who was invited, and when
• Who has replied and who still needs a nudge
• Who is coming and which adults are staying
• Dietary needs and allergies to tell the caterer or venue
• Party bags handed out and thank-you notes sent

How to use it

1. Fill in the child, the party date, the venue, the reply deadline and the most guests you can take.
2. Add each guest with a parent's name and phone number as the invitations go out.
3. Tick replied and coming as answers arrive, and tick adult stays for anyone not dropping off.
4. Write down every dietary need or allergy exactly as the parent gives it.
5. A few days before the deadline, ring anyone without a tick in the replied column.
6. After the party, tick the party bags and the thank-you notes as they go.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How are the head counts worked out?

Each guest who is coming counts as one child, plus one adult if you ticked adult stays. The heads column adds those up for catering, and the summary shows children coming, which is also the number of party bags to make up.

What does not replied count?

Every guest on the list without a tick in the replied column. It is the list of parents to chase before the reply deadline in the header.

Where should allergies go?

In the dietary column, in the parent's own words. Pass them to the venue or whoever is making the food, and check them again on the day as guests arrive.

Can I include siblings who come along?

Add them as a guest of their own on a new row. That keeps the head count and the party bag number right without any separate arithmetic.