Destination Wedding Planner

Planning a wedding away from home? Keep every guest's flights, passports, hotel rooms, airport pickups, welcome bags and the wedding-week schedule in one organized spreadsheet, so you always know who lands when and where they're sleeping. WHAT YOU GET • Guest travel tracker for up to 300 guests: RSVP, where they travel from, arrival and departure dates, times and flights, airport shuttle and room • Passport check that flags passports expiring too soon after the trip, using a validity rule you set • Hotel room blocks for up to 6 hotels: block size, dates, cutoff date, minimum to fill, rooms booked and not yet booked, with a cutoff warning • Rooms list showing who's in each room, with check-in and check-out taken from their flights, a capacity check and nights outside the block flagged • Arrivals and Departures lists in time order, grouped into shuttle runs by day and time window, with riders and vans needed per run • Shuttle board of riders per day and time window, both ways, across the wedding week • Welcome bag tracker: quantities from your headcount (per guest, adult, child or bag), what's left to get, bags assembled and delivered, and deliveries by check-in day • Wedding-week itinerary with who's invited, invited headcounts, dress code, transport and who's paying, plus a warning when invited guests won't be there yet • Dashboard with flights still to add, passports to renew, rooms booked, the next cutoff and what needs attention HOW IT WORKS 1. Type your names, date, destination and travel rules on Settings. 2. Add your hotels and rooms, then each guest's flights, passport expiry and room as details come in. 3. Arrivals, shuttle runs, room dates and welcome bag counts fill in on their own. Check the Dashboard for what's next. FEATURES • Shuttle time window and van size you can change • Optional guest-paid or couple-paid flags for rooms and events • Editable guest groups and room types • Prefilled welcome bag ideas and wedding-week events to edit • Works in any currency • Clean, printable layout PLEASE NOTE This is a planner, not a budget sheet. Passport and entry rules vary by country; the passport check uses the rule you type and is not travel advice. WORKS WITH • Microsoft Excel (desktop or Microsoft 365) • Google Sheets (free with a Google account) • Apple Numbers • LibreOffice Best on a computer or tablet. WHAT YOU RECEIVE • Destination Wedding Planner - Blank.xlsx, ready for your destination wedding • Destination Wedding Planner - Sample.xlsx, filled with example data so you can see how it works • A quick start guide (PDF) This is a digital download. Nothing is shipped, and the files are yours to keep. For personal use. HOW WE MAKE IT Every Toast & Tally planner is designed in-house with AI-assisted tools, then every tab, formula and sample file is checked and tested before it is listed. QUESTIONS? Message us on Etsy. We're happy to help you get set up.