Diy Wedding: Efficient Rsvp Strategies For A Smooth Celebration

Planning a wedding can be stressful, and managing RSVPs is no exception. There are several ways to go about collecting RSVPs for your big day, each with its own pros and cons. The most common methods are by mail or online, but you can also use text messages, phone calls, or even social media polls. If you're worried about costs, you might want to opt for a virtual route, but if you're concerned about older relatives who aren't tech-savvy, you may want to stick to traditional mail-in RSVP cards.

Online RSVPs: Include your wedding website URL on your invites, and consider using an RSVP tracker

Online RSVPs are a convenient, cost-effective alternative to traditional paper response cards. They can be easily integrated with your wedding website, allowing guests to respond with just a few clicks.

Include your wedding website URL on your invites

When creating your wedding invitations, be sure to include your wedding website URL and a clear call to action for guests to RSVP online. You can simply add your URL to the bottom of your wedding invitations, along with your RSVP due date and password (if relevant). Here are some examples of what to say:

• "For event details and to RSVP, please visit [insert URL]"
• "Please RSVP by [deadline] at [insert URL]"
• "To RSVP, visit [insert URL] using the password [insert password]"

Use an RSVP tracker

Using an online RSVP tracker, such as WedSites, can make the process even more seamless. With an RSVP tracker, you can create a custom RSVP questionnaire, track RSVPs online, and receive instant notifications to your inbox. This helps to save time and stay organised, especially if you have a large guest list. Additionally, some platforms allow you to create guest groups, manage plus ones, and track meal preferences and dietary restrictions, all in one place.

Paper RSVPs: Provide pre-addressed and pre-stamped envelopes for guests to post their responses

When it comes to wedding RSVPs, there are two main ways to go about it: by mail or online. If you opt for the traditional mail route, providing pre-addressed and pre-stamped envelopes for your guests to post their responses is a thoughtful gesture that makes the process of responding more convenient for them. Here are some tips and best practices for this approach:

Pre-Addressed Envelopes

It is essential to include pre-addressed envelopes with your RSVP cards. This ensures that your guests can easily send their responses back to you or the designated person handling the responses, such as your wedding planner or a family member. The return address should be clearly printed on the front of the envelope, making it effortless for your guests to identify where the response needs to go.

Pre-Stamped Envelopes

Including pre-stamped envelopes with your wedding invitations is considered proper etiquette and is a courteous gesture. By providing the necessary postage, you eliminate the extra step of your guests having to source and pay for their own stamps. This not only makes it more convenient for your guests but also increases the likelihood of timely responses.

Timing and Deadlines

It is standard etiquette to request that guests RSVP to your wedding around one month before the wedding date. This allows you to have an accurate headcount for your vendors, such as caterers and venue coordinators. Be sure to give your guests ample time to respond by sending out invitations six to eight weeks before the wedding and setting the RSVP deadline three to four weeks before the event.

Design and Wording

The design of your RSVP cards should complement your wedding invitations. They are typically included in the same envelope as the invitations and placed on top. Basic information to include on the RSVP cards is a blank line for guests to fill in their names, an RSVP reply due date, a "will attend" line, an "unable to attend" line, and entrée selections if you are offering meal choices. You can also add a creative twist to your wording to match your wedding theme or inject a bit of humour.

Online RSVPs

While pre-addressed and pre-stamped envelopes for mail-in RSVPs are a great option, you may also consider providing an online RSVP option via your wedding website. This can be especially useful if you have guests who are more tech-savvy or prefer the convenience of responding digitally. You can include the URL for your wedding website on a "details" card enclosed with your invitation, making it clear where guests can find the RSVP section.

Remember, the key to successful RSVPs is to make the process as straightforward as possible for your guests, whether they choose to respond by mail or online.

Meal preferences: Ask guests about dietary requirements and meal choices

When it comes to your wedding, you'll want to ensure that all your guests are well-fed and happy. Asking about dietary requirements and meal preferences in advance is crucial to achieving this. Here are some tips and suggestions to help you navigate this aspect of your wedding planning:

Understanding Dietary Requirements:

It's important to familiarize yourself with common dietary requirements and restrictions. This includes understanding the difference between food allergies, intolerances, and ethical dietary choices. For instance, guests may have allergies to specific foods like nuts, or they might follow a vegan diet that excludes all animal products. Knowing the various dietary needs will help you effectively communicate with your guests and caterers.

Communicating with Guests:

When sending out your wedding invitations or setting up your wedding website, be sure to include a section for guests to indicate their dietary requirements and meal preferences. You can use checkboxes for common requirements like vegetarian, vegan, gluten-free, and provide a blank space for them to specify any other needs. This information will be invaluable when planning your wedding menu and ensuring that everyone is accommodated.

Choosing the Right Caterer:

Selecting a knowledgeable and flexible caterer is essential. Discuss your guests' dietary requirements with prospective caterers and ask about their experience in handling specialized menus. Inquire about separate cooking areas to prevent cross-contamination, and don't hesitate to ask for references or case studies demonstrating their ability to manage dietary restrictions successfully.

Timing and Notification:

Give your guests ample time to respond to your invitation and indicate their dietary needs. Typically, sending invitations out six to eight weeks before the wedding is standard, and you can set the RSVP deadline about three to four weeks before the event. Notify your caterer or wedding venue about dietary requirements at least a month in advance to ensure they can adequately prepare.

Creating an Inclusive Menu:

Work closely with your caterer to create a menu that is inclusive and accommodating. Consider offering vegetarian, vegan, gluten-free, and other specialized options. If you're serving a plated dinner, include a place for guests to make their meal selections on the invitation or wedding website. Ensure that the caterer understands the importance of clear labelling and avoiding cross-contamination, especially for severe allergies.

Drinks and Beverages:

Don't forget to accommodate dietary requirements when it comes to drinks as well. Offer gluten-free beer options, vegan-friendly wines, and non-alcoholic choices. If you're serving cocktails, ensure there are options for those with egg intolerances, and consider providing tokens for guests who can't drink the available alcoholic options.

Day-of Coordination:

On the day of your wedding, designate a "food liaison officer" from your wedding party to ensure that the serving staff is fully briefed on dietary requirements. Using place cards with discreet symbols indicating dietary restrictions can help the staff serve the correct dishes to the right guests. It's also a good idea to ask your guests not to swap seats or tables to avoid any mix-ups with meals.

Remember, communication is key. By effectively communicating with your guests, caterers, and wedding party, you can ensure that everyone's dietary needs are met, creating a joyful and inclusive celebration.

Plus ones: Make it clear whether a plus one is offered, and manage their RSVPs

When it comes to plus ones, it's important to make it clear whether or not they are offered to your guests. This will help you manage your RSVPs and prevent any awkward situations. If a plus one is offered, include both names on the wedding invitations or use the phrase "and guest". If the plus one's name is unknown, it is still worth the effort to find out and spell it correctly. This can be done by asking the guest or checking their social media.

If a plus one is not offered, address the invitation only to the intended recipient, or use a phrase like "we have reserved one seat in your honour". Syncing your guest list with your wedding website is also a great way to prevent confusion, as the RSVP form will only allow space for your intended guest to respond.

If guests still ask to bring a plus one, it's important to be polite but firm in your refusal. You could say something like:

> Sadly, we are unable to accommodate any additional guests due to venue restrictions. Thank you for your understanding, and we can't wait to celebrate with you!

Alternatively, you could say:

> Let me check with my planner and see what our venue allows.

This gives you time to discuss with your partner and/or planner and make a final decision.

It's also worth noting that if you are using online RSVPs, you can unlock plus ones for larger venues and families. This allows guests to enter their plus one's name when responding, which will then be updated on your guest list.

Deadlines: Give your guests enough time to respond, and set an RSVP deadline

Deadlines are an important part of the RSVP process. They help you finalise guest counts for catering and seating arrangements. It's recommended to give your guests three to four weeks to respond to your wedding invitation. This will give you enough time to reach out to any stragglers, invite anyone else you want to, and finalise numbers with your venue and caterer.

If you're having a destination wedding, it's proper etiquette to give guests more notice by sending invitations out earlier (three to four months in advance) and to give them more time to RSVP (around two months).

It's also important to set an RSVP deadline that's around four weeks before your wedding date to give yourself and your vendors plenty of time to coordinate those last-minute details. Your RSVP deadline should be featured in a prominent place on the card where it won't go unnoticed by guests.

To encourage timely responses, you can include a deadline for responses on your RSVP card. You can also send out reminders a few days before the RSVP deadline to catch any stragglers.

If you're using mail-in RSVP cards, make the process as easy as possible for your guests by pre-stamping all the RSVP-card envelopes and addressing them with your return address.

Frequently asked questions