Destination Wedding Planner Spreadsheet Room Block Attrition Tracker Guest Passport Flight Arrival Legal Checklist Excel Google Sheets

DESTINATION WEDDING PLANNER — the room block, the passports and the paperwork, in one spreadsheet.

Most destination wedding planners are a pretty PDF or a Canva template. This is a working file: twelve tabs, every figure a live formula, and it does the three jobs a wedding abroad actually turns on.

WHAT IT DOES THAT THE OTHERS DO NOT

1. IT PRICES YOUR ROOM BLOCK.
You promised the resort a number of rooms. Unfilled rooms are billed back to you at a percentage — 80% is common, 100% exists — and almost nobody reads that clause before signing. Type the contract once: rooms held, nightly rate, nights, cut-off date, attrition percentage. Rooms picked up is NOT typed. The tab counts it out of your own guest list, so the money you owe on empty rooms falls by one room every time a guest books. In the worked sample that is 24 rooms held, 15 booked, 9 unfilled and $6,739.20 owed at one hotel, $9,955.20 across two — and it is on no budget sheet anywhere, because a hotel does not invoice attrition until after the honeymoon.

2. IT CHECKS EVERY PASSPORT AGAINST THE RIGHT RULE.
Nearly every wedding site tells you a passport must be valid six months beyond your return. For Mexico that is wrong: the U.S. State Department country page says valid at the time of entry. Because the correct rule genuinely differs by country, the rule is a setting, not a hard-coded number — choose "valid at time of entry", "3 months beyond return" or "6 months beyond return" and every guest's flag recalculates against their own return date.

3. IT COUNTS THE LEGAL STEPS BACK FROM THE CEREMONY.
Ten requirements, each with a lead time you can change, each turned into a start-by date and days remaining: apostilled birth certificates, certified translations, the marriage application, blood tests taken in country inside the 14-day window, four witnesses with their own travel documents, and the business days you must be in state before the civil ceremony.

THE TWELVE TABS
Start Here · Setup · Dashboard · Guest Travel · Arrivals · Room Blocks · Budget · Payments · Itinerary · Legal · Welcome Bags · Timeline

- GUEST TRAVEL: one row per invited party. Seats, RSVP, passport expiry and its own OK/RENEW flag, visa, flights, arrival date and time, departure, hotel, in-block, transfer, welcome bag, dietary notes.
- ARRIVALS: who lands on which day, grouped into vans at your van size, with the transfer cost and the seats that have no transfer booked at all.
- BUDGET: every line in your home currency and the local one at the rate you set, with estimate, contracted, paid, balance and over-estimate.
- PAYMENTS: deposits and finals with due dates, days remaining, method, and the international wire fee — because the total out is what really leaves your account.
- ITINERARY: the whole weekend, dated from the wedding date. Move the date and the weekend moves.
- WELCOME BAGS: ship it or buy it there, with freight, duty and the landed cost per bag.
- TIMELINE: 22 tasks counted in months back from the date. Nine of them exist only because the wedding is abroad.

WHAT YOU GET
- The workbook in four color editions (Colorful, Light, Dark and an Editorial edition)
- A .zip of the three color editions
- A full narrated video walkthrough (link in the file and below)
- Free updates

WORKS IN
Microsoft Excel, Google Sheets and Apple Numbers. Portable formulas only — no macros, no add-ons, no account, nothing to log into, nothing to cancel.

THE SAMPLE
The file ships filled in with an invented wedding so every tab has something to show: 32 invited parties, two hotels, a full budget and a full legal checklist. Type over any of it; the formulas stay.

HONESTY
Every figure in the listing images and in the video was recalculated in LibreOffice and then recomputed independently before publishing: 1,660 formulas, 72,644 checks across the shipping gates, zero failures.

This is a planning tool. It is not legal advice, requirements change, and you should confirm every line with the civil registry that will marry you.

VIDEO WALKTHROUGH
Watch the full narrated tutorial before you buy: https://youtu.be/o2FhamMYuCE

MORE FROM NICHETOOLKITS
Wedding Budget Spreadsheet, with the service charge and tax computed on every line
Wedding Planner Spreadsheet, budget, guest list, seating and timeline in one file
Wedding Planning Binder, the printable version

INSTANT DOWNLOAD — nothing is shipped.