Attendance response tracker
A date poll identifies possible dates; an attendance response confirms whether a person intends to join the chosen session. Use this tracker in the organiser’s private working copy to record invitation status, the current reply and the follow-up owner. The public template contains no attendee names and does not decide a venue’s permitted capacity.
How to use it
- Agree the selected session and the response deadline before sending invitations.
- Record each reply separately from an invitation being sent.
- Reconcile the latest confirmed count before orders or programme changes.
Worksheet preview
| Invitation reference | Sent status | Current response | Follow-up owner | Final count inclusion |
|---|---|---|---|---|
| Private reference | ||||
| Private reference | ||||
| Private reference | ||||
| Private reference |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
An invitation is not a confirmation
A sent message and a confirmed reply describe different states. Keep them separate so the organiser knows what still needs follow-up. If a reply changes, update the current state rather than add another counted entry for the same person.
Use one current count
Link the agreed count to food orders, station groups and the room plan. Keep individual response details private and share only the operational information required by each role. Confirm room limits through the venue’s actual conditions.
Continue planning
- Event check-in desk plan
Define the arrival sequence, desk responsibilities and the route for exceptions.
- Group menu choices and order allocation
Collect choices by menu item, then reconcile the order without inventing a universal portion rule.
- Community-activity station plan
Plan what happens at each station, how participants move and who controls the handover.