Streamlining Wedding Rsvps: Easy Tips For A Stress-Free Process

Planning a wedding can be stressful, and one of the hardest parts is the guest list. Deciding who gets an invite and where they will sit is nerve-wracking, and the last thing you need to worry about is manually keeping track of the number of guests attending and their preferences. This is where online wedding RSVP forms come in. They simplify and streamline the invitation process, making it easier, quicker, and more convenient for both you and your guests.

Online RSVPs

Choose an Online Platform

There are various online platforms available to help you manage your wedding RSVPs, such as Joy and RSVPify. These platforms offer customisable wedding websites, easy-to-use RSVP forms, guest list management tools, and robust security options. They also allow you to collect important information from your guests, such as meal preferences, dietary restrictions, and travel plans.

Create Your Online RSVP Form

When creating your online RSVP form, consider using a pre-made template to save time. You can customise the form to match your wedding invitation and add your personal touch. Include essential wedding details and adjust the form fields to gather the information you need. For example, you can use drag-and-drop builders to add new fields for guest names, email addresses, meal choices, song requests, and more.

Send Out Your Invitations

If you prefer traditional paper invitations, include the link to your online RSVP form on the invitation card. Alternatively, you can send out digital invitations with the RSVP link attached or use a QR code that directs guests to the form. If you have your guests' contact information, you can also send them a direct link to the form via email.

Track Your Responses

One of the significant advantages of online RSVPs is the ability to easily track responses. You can view the number of form submissions, response rates, a full list of guest responses, and the percentage of guests who accepted or declined the invitation. This real-time data will help you plan your wedding more effectively.

Offer Multiple RSVP Options

While online RSVPs are convenient, consider offering multiple RSVP options to accommodate guests who may not be comfortable with digital responses. You can provide the option of physical response cards or include a phone number for guests to call or text their replies. This ensures that all your guests can respond in a way that makes them comfortable.

Custom RSVP questions

RSVP cards are a great way to get your guests excited about your wedding and to make them feel like they are a special part of your big day. You can include a few fun and quirky questions to get your guests engaged and to help you plan and prepare for your wedding. Here are some ideas for custom RSVP questions:

Food and Drink

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

Accommodation and Travel

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

Health and Safety

If you are planning a wedding during a pandemic, you may want to include some health and safety questions:

• Are you in a high-risk group?
• Would you prefer to attend our wedding virtually?
• Are you happy to wear a mask and practice social distancing?

Fun and Games

• What song is guaranteed to get you on the dance floor?
• What signature cocktail should we serve? (Provide 2 or 3 options for guests to choose from)
• What's your favourite TV or movie wedding?
• What's your best piece of marriage advice?

RSVP deadlines

It is important to set an RSVP deadline to ensure that you can finalise the guest list and plan the wedding smoothly. The deadline should be set for two to four weeks before the wedding day. This gives you and your vendors enough time to coordinate the last-minute details.

After the RSVP deadline has passed, you can turn off the RSVP function or hide the RSVP page. Guests will then have to reach out to you directly to share their response.

If you are using a digital RSVP system, you can set up automated confirmation emails and event reminders to be sent to your guests. You can also manually send reminders to your guests a few days before the RSVP deadline to catch any stragglers.

If you are collecting RSVPs manually, you should wait one week after the deadline before calling the guests who have not responded. A friendly call is usually enough to get an accurate headcount for your wedding day and keep everyone happy.

It is also a good idea to request responses early (at least two weeks before your wedding date) so that you have time to confirm the final guest count with your caterer and venue.

RSVP card wording

The wording of your RSVP cards should match the style of your wedding invitations. Whether your wedding is traditional, formal, or informal, you can adapt your RSVP wording accordingly. Here are some tips and examples to help you get started:

• Give a Clear Deadline: It is recommended to set the RSVP deadline about a month before the wedding date. This will give you enough time to finalise details with your vendors. For a destination wedding, it is advisable to set the deadline two months in advance to allow guests to confirm travel plans.
• Include the Essentials: The RSVP card should have a clear deadline, a way for guests to indicate their attendance or decline, space for guests to write their names, and a section for any dietary restrictions or preferences.
• Add More Information: You can include details such as dress code, your contact information, or a reminder of your wedding website URL.
• Leave Some Blank Space: Encourage guests to share their thoughts by leaving some space for them to write special accommodation requests or notes of excitement for the event.
• Break the Traditions: The traditional wording for an RSVP is "Accepts With Pleasure/Regretfully Declines". However, you can add a creative twist by changing the wording, adding different requests, or including a fun or quirky message.
• Add a Flair of Creativity: Inject your personality and style into the RSVP cards. Embrace your wedding theme, and consider asking fun questions such as song requests or advice for the newlyweds.
• "Répondez S'il Vous Plaît (RSVP). Your response is requested before [date]. Name(s) :__________________ ▢ accept(s) with pleasure ▢ decline(s) with regret Entrée Preference: ▢ Option 1 ▢ Option 2 Dress Code: [dress code]."
• "Kindly Respond. We ask you to reply before [date]. Name(s) :__________________ ▢ will be there to celebrate ▢ will be toasting from afar Entrée Preference: ▢ Meat ▢ Vegetarian Dessert Preference: ▢ Option 1 ▢ Option 2."
• "Will You Be Joining Us? We kindly request your reply before [date]. Name(s) of our fabulous guests:__________________ ▢ will be there with bells on ▢ will be there in spirit Song request:__________________ Advice for the newlyweds: __________________ Entrée Preference: ▢ Meat ▢ Vegetarian Dessert Preference: ▢ Option 1 ▢ Option 2."
• "Yay or Nay? When we say ‘I do’, will we be seeing you? Reply before [date]. Name(s) :__________________ ▢ Yes, you will see our/my face(s) ▢ Sorry, we’re/I’m busy that day! Give us your best advice:__________________ Entrée Preference: ▢ Meat ▢ Vegetarian Dessert Preference: ▢ Option 1 ▢ Option 2."
• "Fly Away With Us! Elope with us and watch us tie the knot. RSVP by [date]. Name(s) :__________________ ▢ Yes, we’re/I’m beachy keen to attend! ▢ Sorry, we/I can’t make the flight! Entrée Preference: ▢ Meat ▢ Vegetarian Dessert Preference: ▢ Option 1 ▢ Option 2."
• "Will You Be Joining Us? Say ‘yes’... You know you want to. RSVP by [date]. Name(s) :__________________ ▢ Yeah, baby! ▢ Dang, we’re/I’m busy! Anything else you want to say?:__________________ Entrée Preference: ▢ Meat ▢ Veggie Dessert Preference: ▢ Option 1 ▢ Option 2."

Remember, the key to successful RSVP card wording is to match the style of your wedding and inject your personality while providing clear and essential information for your guests.

RSVP card stationery

RSVP cards are an essential part of wedding planning, and there are a few things to consider when creating them. Firstly, decide whether you want to go for a digital or physical RSVP card. Digital RSVPs are becoming increasingly popular as they are convenient, cost-effective, and environmentally friendly. However, it's important to consider that some older guests may prefer a physical card and feel more comfortable using this method. Therefore, offering both options is a great way to ensure all your guests can respond easily.

If you opt for physical RSVP cards, you can choose from a variety of paper sizes, thicknesses, and finishes to suit your preferences and the style of your wedding. Standard sizes include 4" x 6", 5" x 7", and 4.875" x 3.5", and they usually come with 4 cards per sheet. You can also select from different paper thicknesses, such as 60lb, 80lb, or 100lb, to add a touch of luxury to your invitations. In terms of finish, options include matte, glossy, linen, and eco-friendly paper.

When designing your RSVP cards, you can choose to upload your own design or use customizable templates offered by printing services. These templates allow you to add images, logos, and other personal touches to match your wedding theme. You can also include custom questions on your RSVP cards, such as meal preferences, song requests, and travel plans. This will help you gather the information you need to plan your big day effectively.

Whether you go for digital or physical RSVP cards, providing a clear deadline for responses, such as two to four weeks before the wedding, will help you stay organized and ensure you have an accurate headcount for catering and venue coordination.

Frequently asked questions