Final numbers for your venue: what to send, when and how to count it

• the number of adults and children, children often by age group, as they're priced separately,
• special meals: vegetarian, vegan, gluten-free, lactose-free,
• allergies, with the guest's name, so staff know who gets a different dish,
• numbers for any second-day party or other event,
• rooms and transport seats, if you arrange them.

Venues usually want the final headcount two to three weeks before the wedding, and an estimate earlier, when you plan the menu. Ask when you sign the contract, and set your guests' reply-by date at least a week before that day.

When guests reply through their QR codes, your overview counts everything for you: attendance, adults and children, diets, children by age, rooms, transport and every extra event. You also see how many guests haven't replied, so you know how much the numbers may still change.

Filter the guest list by diet and see at once who is gluten-free or vegan. Allergy notes are seen only by you, and in the venue summary they appear next to the guest's name.

Instead of copying numbers into an email, give your venue one A4 document: total guests, adults and children, children by age, who has which diet and allergy, transport seats and rooms, each extra event and the full guest list.

1. 1Open Export.
2. 2Choose the document language: English or Polish.
3. 3Next to Summary for the venue, click Generate. A few seconds later the file is ready to download.

For your caterer or seating plan, download your attending guests as Excel: diet, allergies and notes for each person, accommodation and transport, with sheets for the summary and invitations. The same list as a CSV file opens in Google Sheets, Numbers and seating tools.

Files show replies as they were when generated, and we keep them for 7 days. They contain allergy details, so share them only with the people preparing food.