Efficient Rvsp Recording For Weddings: A Comprehensive Guide

Planning a wedding is stressful, and one of the hardest parts is the guest list. Deciding who to invite and where they will sit is challenging enough without the added pressure of manually keeping track of the number of guests attending and their food preferences. Luckily, there are many online tools and platforms that can help you create a system for recording RSVPs. These include RSVPify, Formidable Forms, and Google Voice, which all offer customisable templates and features such as drag-and-drop seating charts, email communications, and guest list management.

Online RSVPs

Firstly, online RSVPs are convenient for both you and your guests. They save you time by eliminating the need to manually keep track of responses, and they are often faster and easier for your guests, too. This method also ensures that nothing gets lost in the mail or misplaced.

Another advantage of online RSVPs is that they can be easily changed if a guest's plans happen to change. This is not as simple with paper response cards. Additionally, online RSVPs can help reduce waste and make your wedding more environmentally friendly.

There are several online platforms that can help you manage your wedding RSVPs. These include The Knot, Joy, and RSVPify. These platforms offer customizable wedding websites and RSVP forms, allowing you to collect all the data you need, such as meal preferences and dietary restrictions. They also provide robust security options to limit access to invited guests only and allow you to control who gets a plus one.

You can use these platforms to create personalized email invitations and communications, and they offer convenient calendar invites and email reminders. They also provide easy data imports and exports, allowing you to manage your guest list efficiently.

If you prefer, you can still include physical response cards with your invitations. However, be sure to include the online RSVP details on the invitation or enclosure card as well. This gives your guests multiple RSVP options and ensures you receive everyone's responses promptly.

Paper RSVPs

There are several reasons why you may want to opt for paper RSVPs over online responses. Firstly, the RSVP rate tends to be higher when done through the mail as guests are more likely to respond when given a card and envelope to send back. Secondly, guests of all ages are familiar with this traditional method and are more comfortable with it. Elderly guests, in particular, may find wedding websites confusing and less user-friendly. Thirdly, receiving responses by mail can be exciting and a fun experience for the couple. Finally, websites can be unreliable and may shut down or stop working, causing you to lose essential data.

However, there are some instances where collecting RSVPs online may be more practical. For example, if you are moving during the time you expect to receive responses, or if you have a lot of guests living abroad, an online option may be more convenient and cost-effective.

If you choose to go with paper RSVPs, you can find various designs, printing options, and paper types to match your wedding theme and budget. You can also include a QR code on your stationery, linking guests to your wedding website for additional information.

Google Voice RSVP hotline

Google Voice is a great way to set up a free, virtual RSVP hotline for your wedding. It is an affordable and sustainable alternative to paper RSVP cards and costly wedding websites. With Google Voice, you can create a personalised RSVP hotline that doesn't cost a dime!

Here's how to set up a Google Voice RSVP hotline for your wedding:

Step 1: Set up your phone number

Go to www.google.com/voice and read and accept Google Voice's terms and privacy policies. When prompted, select "I want a new number" and enter the existing phone number you'd like to have calls routed to. Google will need to verify the number by calling you and asking you to enter a 2-digit verification code. Once verified, you can pick a Google Voice number and write it down.

Step 2: Choose your settings

The next steps after setting up your number can be a little confusing, but you can find a comprehensive breakdown on the Google Voice website or in video tutorials online.

Step 3: Record your personalised greeting

Prepare a script for your guests, letting them know what information to leave. For example:

> "Thanks for calling, you've reached the RSVP line for the future Mr. and Mrs. XYZ. We hope to see you at our wedding on [date]! After the tone, please say the first and last names of the guests you are RSVPing for and their meal choice. And if you can't make it or can only attend part of the festivities, please let us know. We're looking forward to celebrating with you!"

Once your script is ready, click "Record New Greeting" and follow the prompts. You will receive a call from Google Voice, and you can record your message.

Step 4: Share your Google Voice number

Include your custom number on your wedding invitations or wedding website, giving guests the option to RSVP by phone or text. You can also text guests this number, and you'll receive any messages or voicemails inside your Google Voice account.

Step 5: Track your RSVPs

You'll be able to see the history of every call that comes in and whether a message was left. Voicemail messages will show up in your Google Voice inbox, but you can change this in your settings. Google Voice transcriptions may not be entirely accurate, so you may need to listen to the messages. Choose a system that works for you to keep track of your RSVPs, such as a Google Spreadsheet, a wedding planning app, or good old-fashioned pen and paper.

Custom questions

Food and Beverage

• Meal selection: If you're offering plated meals, ask your guests to select their preferred option. You can also use a numbered system, asking guests to rate their preferences from 1-3.
• Dietary restrictions: Include a line where guests can outline any dietary restrictions or allergies, such as dairy-free, gluten-free, or vegetarian options.
• Kids' meals: If children are invited to the wedding, ask if they will require a separate kids' meal.
• Drinks: Ask about your guests' drink preferences to help stock the bar.

Accommodation and Travel

• Accommodation: Ask if your guests need accommodation suggestions or if they will be joining you at the group hotel.
• Transport: Confirm if your guests need a seat on the shuttle bus to and from the venue.

Health and Safety (especially relevant if planning a wedding during COVID-19)

• High-risk group: Ask if your guests are in a high-risk group and would prefer to attend virtually.
• Social distancing: Inquire if your guests are happy to wear a mask and practice social distancing.

Fun and Entertainment

• Song requests: Ask what songs are guaranteed to get your guests on the dance floor.
• Marriage advice: Include a question about the best piece of marriage advice your guests can offer.
• Signature cocktail: Provide 2-3 cocktail options and ask your guests to cast their vote!
• Advice for the couple: Include a question like "Any advice for us before we walk down the aisle?"
• Fun memories: Ask your guests to share their favourite memory of the couple.

Guest list management

Create a Master List

Firstly, you should create a comprehensive master list of all your potential guests. This list will be the foundation of your guest list management. Include everyone you can think of, from close friends and family to distant relatives and acquaintances. At this stage, don't worry about whether you will ultimately invite them or not.

Organise and Categorise

Next, organise your master list by categorising your guests. You can group them by families, couples, or singles. This step will help you when it comes to sending out invitations and managing RSVPs, as you can send invites to groups and allow one response per group.

Manage Plus Ones

Decide on your policy for plus ones. Will you allow all guests to bring a plus one, or will you restrict this to only certain guests? Be clear on your criteria for allowing plus ones, and be consistent in your approach.

Collect Guest Information

For each guest, collect essential information such as their full name, contact details, and any dietary restrictions or allergies. This information will be crucial when sending out invitations and planning the wedding menu.

Utilise Digital Tools

Take advantage of digital tools and platforms specifically designed for guest list management and RSVPs. These tools can automate and streamline the entire process, from sending invitations to tracking responses. They often include features such as custom questions, event management, and real-time reporting.

Stay Organised

Maintain a well-organised system for recording guest responses. Update your guest list regularly with RSVPs, meal preferences, and any other relevant information. This will help you stay on top of your guest list and make informed decisions about seating arrangements and other wedding plans.

Communicate Timely Updates

Finally, ensure that you communicate any important updates or changes to your guests in a timely manner. This includes sending out reminders for RSVPs, providing event details, and notifying guests of any changes to the wedding plans.

By following these steps, you can effectively manage your guest list and make the wedding planning process smoother and less stressful.

Frequently asked questions