Streamlined Wedding Rsvp Recording: A Comprehensive Guide

Planning a wedding is stressful, and one of the hardest parts is the guest list. It can be nerve-wracking deciding who gets an invite and where they will sit. So, it's important to have a system in place to record RSVPs. There are several ways to do this, from traditional paper RSVP cards to online forms and websites. Google Voice is one option that allows you to set up a free, virtual RSVP hotline. Another option is to use an online event management platform such as RSVPify or Formidable Forms, which offer customizable event registration and RSVP forms. These platforms can help you streamline the process, track responses, and manage guest communications.

Online RSVP forms

To get started, choose an online platform that suits your needs and create an account. Most platforms offer customizable templates, so you can design your RSVP form or website to match your wedding theme or colours. You can then share the link to your RSVP form or website with your guests via email or by including it on your paper invitations.

If you're looking for a more sustainable and affordable option than paper RSVP cards, you can also set up a Google Voice hotline. This free service allows guests to call or text their RSVPs, and you can create a personalised greeting for your guests. However, this option is currently only available in the US.

Paper RSVP cards

Wording and Content

It is essential to include clear instructions on your RSVP cards. First, ask your guests if they are attending or declining the invitation. If they are attending, provide a space for them to indicate who is coming and how many guests will be attending from their household. You may also want to ask about meal choices if you are offering a selection. Be sure to include an RSVP-by date, which is the deadline for your guests to return their responses.

Design and Customization

Online vs. Paper RSVPs

While paper RSVP cards are traditional, you may also want to consider including an online RSVP option for guests who prefer a digital response. You can include a QR code on your paper invitation that directs guests to your online RSVP form or wedding website. This hybrid approach can streamline the RSVP process and make it more accessible for your guests.

Following Up

Even with paper RSVP cards, it is essential to follow up with guests who haven't responded by the deadline. A gentle phone call or email is a polite way to ensure everyone has a chance to respond. Be prepared to accommodate last-minute changes and late RSVPs, especially in extenuating circumstances.

RSVP via phone

If you want to make the process of RSVPing easier for your guests, you can allow them to RSVP via phone. This is also a great option for guests who are less tech-savvy.

One way to do this is by setting up a Google Voice hotline. This is a free, virtual option that allows you to collect your guests' responses. To set up a Google Voice number, you will need a Google/Gmail account and an active phone line to receive calls on. You can then set up a personalised greeting, which can be a fun message from the happy couple. The greeting should include a request for the guest's name and meal choice, as well as an option for those who cannot attend.

Another option is to allow guests to RSVP via phone or text using a WordPress plugin such as Formidable Forms. This plugin also allows guests to submit a photo showing their excitement, which can be displayed in a video at the wedding.

Google Voice RSVP

Google Voice is a free service that allows you to set up a virtual RSVP hotline for your wedding. It is a great alternative to paper RSVP cards as it saves money and simplifies the process of collecting responses from your guests.

To use Google Voice, you must have a Google/Gmail account and an active phone line to receive calls on. The phone line can be a mobile or landline number. You can set up a personalised greeting for your guests, which can be a fun message from you and your partner. You can also choose to accept and send text messages through Google Voice.

There are a few drawbacks to this system. For example, you can only reply to texts that you have received; you cannot originate a message. Additionally, the number cannot be added to your email address book, making it difficult to see who is texting you. However, this can be overcome by asking guests to include their name and the number of people in their party in their reply.

Overall, Google Voice is a great, budget-friendly way to manage your wedding RSVPs.

RSVP website templates

There are a variety of RSVP website templates available to help you create a system of recording RSVPs for your wedding. These templates can be customised to match your wedding style and theme.

RSVPify, for example, offers a simple wedding website and RSVP template that can be customised with your wedding colours, images, and graphics. You can also add custom questions to the RSVP form to collect data such as meal preferences and dietary restrictions. With RSVPify, you can also manage guest lists, limit plus ones, and send email communications to your guests.

Joy is another platform that offers free wedding websites and RSVP features. You can browse hundreds of website design templates and customise them with flexible design tools. You can also add your engagement photos, choose from any colour, and find the perfect font. Joy also allows you to create a personalised FAQ for your guests and provide them with travel information.

Jotform also offers a range of RSVP form templates that can be customised with their drag-and-drop Form Builder. You can add images, change the template design, and include additional form fields to suit your needs.

These are just a few examples of the many platforms that offer RSVP website templates to help you record RSVPs for your wedding.

Frequently asked questions