Managing Wedding Rsvps: Record-Keeping Strategies

Keeping track of RSVPs for your wedding is crucial, as the number of guests will determine how much food and drink you need, how many seats you'll require, and more. There are several ways to keep a record of RSVPs, from using online tools to creating spreadsheets. Here are some tips to help you stay organised and ensure you have an accurate guest count for your big day:

- Opt for online RSVPs: Using online tools such as WeddingWire, The Knot, or RSVPify can streamline the process. These platforms allow guests to respond digitally, making it easier to track responses and eliminate the risk of losing response cards in the mail.

- Create a spreadsheet: A spreadsheet can be a helpful tool to keep track of invitees' contact information, when invitations were sent, and whether they have responded. This is especially useful if you're not using an online RSVP system.

- Pre-address and stamp RSVP cards: If you're using mail-in RSVP cards, make it easy for your guests by pre-stamping and addressing the envelopes with your return address. This increases the chances of timely responses and reduces the risk of cards getting lost in the mail.

- Number each RSVP card: Numbering the back of each RSVP card corresponding to your guest list will help you identify missing responses and clarify any unclear or unnamed replies.

- Pick the right RSVP deadline: Choose an RSVP date that gives you ample time to follow up with non-responders and provide final guest counts to your vendors. It's recommended to set the deadline two to four weeks before your wedding.

- Have a follow-up plan: Expect that some guests won't respond by the deadline. Decide on a follow-up strategy, such as sending a text or email reminder the day after the due date.

Opt for online RSVPs

Opting for online RSVPs is a great way to simplify the process of keeping track of your wedding invites. There are many benefits to going digital, and there are several online platforms that can help you create a seamless and stress-free experience for both you and your guests.

Benefits of Online RSVPs

Firstly, you won't have to worry about anything getting lost in the mail or misplaced before it even reaches the mailbox. This also means you won't have to manually keep track of responses, which is one less thing on your wedding checklist. Online RSVPs can also be a more eco-friendly option for couples planning a sustainable wedding, although it's worth noting that going paperless isn't the only way to achieve this.

While some older loved ones may prefer traditional response cards and find online RSVPs confusing, you can always offer both digital and paper options to accommodate everyone's preferences and comfort levels with technology.

Online RSVP Platforms

There are several online platforms that can help you manage your wedding RSVPs, such as Joy, The Knot, and RSVPify. These platforms offer customizable wedding websites and user-friendly RSVP forms that can be easily shared with your guests. You can also set up email communications to keep your guests informed about important updates and changes to your big day.

Features of Online RSVP Platforms

With online RSVP platforms, you can track attendance, manage guest lists, and even create groups for easy RSVPing, such as households or couples. You can also control who gets a plus one and collect information from those bringing additional guests. One of the most convenient features is the ability to ask custom questions, such as meal preferences, dietary restrictions, travel plans, and song requests. This helps streamline the planning process and ensures you have all the information you need from your guests in one place.

Additionally, these platforms offer robust security options to ensure that only invited guests can access your wedding details and RSVP. You can also make your RSVPs public or private, allowing you to control who can respond to your events.

Tips for Online RSVPs

When including online RSVP details on your wedding invitations, it's recommended to provide the full URL of your wedding website and the deadline for responses. You can include this information at the bottom of your invitations or on a separate enclosure or response card. If you prefer, you can also include a QR code that links to your digital RSVP.

Remember to give your guests plenty of time to respond, ideally at least two weeks before your wedding date, so you can confirm the final guest count with your caterer and venue.

Make a spreadsheet

Making a spreadsheet is a great way to keep track of your wedding RSVPs, especially if you're not using an online RSVP system.

You can start by creating columns for the following information: RSVP card number, guest names, number of guests, meal choices, and responses (accepting or declining). You can also add columns for contact information and the date you sent their wedding invitation. This will help you stay organized and ensure you have accounted for all your guests.

Some people also like to number their RSVP cards and envelopes to make it easier to keep track of who has responded. This is especially helpful if a guest forgets to write their name or has hard-to-read handwriting. You can also use invisible ink to write a number associated with each guest on the back of the RSVP card.

If you're using a mail-in RSVP system, make the process as simple as possible for your guests by pre-stamping and addressing the envelopes with your return address. This will increase the chances of receiving timely responses.

Here's an example of what your spreadsheet could look like:

| RSVP Card Number | Guest Names | # of Guests | Meal Choices | Responses | Contact Information | Date Invitation Sent |

| --- | --- | --- | --- | --- | --- | --- |

| 1 | John Smith | 2 | Beef, Fish | Accept | 555-1234 | 08/06/2024 |

| 2 | Mary Smith | 1 | Veggie | Decline | 555-5678 | 08/06/2024 |

| 3 | ... | ... | ... | ... | ... | ... | ... |

Remember to choose a spreadsheet program that works for you, such as Excel, and feel free to customize the columns to fit your specific needs.

Have a follow-up plan

Even if you've made it as easy as possible for your wedding guests to RSVP, it's likely that not everyone will respond in time. This could be because they're unsure about attending or they've simply forgotten. Since knowing how many guests will be in attendance is crucial for your planning, waiting on stragglers can be a major source of stress.

To avoid this, you should plan to follow up with guests who haven't responded. The first step is to keep track of who is late to respond. As your RSVPs come in, keep a detailed record of who has and hasn't replied. You can do this using a spreadsheet or a dedicated wedding website or app.

Once you have a list of guests who are behind schedule, reach out to them individually to ask whether they will be attending. It's best to connect with them via their preferred form of communication, whether that's a phone call, text, or email. Your message can be informal and friendly, something like: "Hey, I'm trying to gauge a final head count for my wedding, so this is just a reminder to RSVP!"

If you're nervous about reaching out or don't have the time, you can ask your maid of honour, best man, or another member of the wedding party to contact guests on your behalf.

It's a good idea to send a reminder to all guests about one or two weeks before the RSVP deadline. This can be done via your wedding website, email, or text message.

Pick the right RSVP deadline

Picking the right RSVP deadline is crucial to finalising your wedding plans. It's important to give your guests enough time to respond, but you also don't want to cut it too close to your wedding date. Here are some tips to help you choose the right RSVP deadline:

Recommended Timeline for RSVPs

It is recommended that your RSVP deadline be set at least four weeks before your wedding, and no later than two weeks prior. This gives you a buffer to chase up any late responses and finalise numbers with your caterers and venue. The sweet spot is around three to four weeks before the wedding, giving you time to figure out who, if anyone, hasn't responded yet.

Sending Out Invitations

The timing of sending out your invitations is key. It is recommended to send them between six and ten weeks before the wedding. This gives your guests enough time to decide and make travel arrangements if necessary. Sending them too early may result in people forgetting to respond, and sending them too late may not give your guests enough time to plan.

Dealing with Late Responses

It is likely that some guests will respond after your RSVP deadline. It is recommended to give it a week after the deadline before sending out follow-up messages to those who haven't responded. A friendly phone call or text is a polite reminder. It is also a good idea to follow up with all non-responders at least two weeks before the wedding.

Finalising Details

Around two weeks before the wedding, you will need to connect with your caterers, venue, and other vendors to finalise numbers. This is when you will lock in the number of table settings, entrees, wedding favours, etc. It is also a good time to start working on your seating chart.

Tracking Responses

To make your life easier, it is recommended to use a spreadsheet to track your RSVPs. You can number your RSVP cards and then mark them off on the spreadsheet as they come in. This helps you keep track, especially if people forget to write their names or have illegible handwriting.

Online RSVPs

You may also consider giving your guests the option to RSVP online through your wedding website. This can streamline the process and make it easier for both you and your guests to keep track of responses. However, it is important to consider that some older guests may not be comfortable with this method, so offering both digital and paper options is a good idea.

Reminders

It is a good idea to send out a reminder to your guests a week or so before the RSVP deadline. This can be done via a note on your wedding website or a quick message to guests. This will help to ensure you receive responses on time and reduce the number of late responses.

Flexibility

Remember, these are guidelines, and every wedding is unique. You know your guests best, so use your judgement when setting your RSVP deadline. If you have a lot of overseas guests, for example, you may want to give them more time to respond and make travel arrangements.

By following these tips, you'll be able to pick the right RSVP deadline and efficiently track your wedding RSVPs.

Number the back of each RSVP card

Numbering the back of each RSVP card is a great way to keep track of your wedding invites and responses. It's a simple yet effective method that ensures you know exactly who is coming to your wedding. This is especially useful if your guests forget to write their names on the RSVP card, have illegible handwriting, or add extra guests to the card.

Here's how to do it:

Firstly, create a spreadsheet or similar document to record the responses. You can include columns such as "RSVP card number", "guest names", "accepts", "declines", and any other relevant information such as meal choices. This spreadsheet will be your central record, helping you keep track of responses and manage your guest list.

Next, assign each invite a number. You can do this by numbering the cards themselves or, if you prefer discretion, use invisible ink to write the number on the back of each card. This way, your guests won't see the numbers, but you'll have a reference to match each response to its respective invite.

As responses start coming in, simply refer to your spreadsheet and fill in the relevant details. For example, if RSVP card number 12 comes back with an acceptance, you would mark that number as "accepted" on your spreadsheet and fill in the guest names and any other relevant details. This system ensures that even if a guest forgets to write their name or their handwriting is difficult to read, you'll still be able to identify them through the number on the card.

Numbering your RSVP cards is a straightforward and efficient way to manage your wedding invites. It helps you keep an accurate record of who is attending, which is essential for finalising numbers with your vendors, creating a seating chart, and managing other wedding details.

Frequently asked questions