Tracking Food Preferences: Wedding Invitation Etiquette

Planning a wedding can be stressful, especially when it comes to organising the guest list and keeping track of RSVPs, meal choices, and dietary requirements. A great way to stay on top of everything is to use a spreadsheet or an online RSVP system. This allows you to easily manage guest information, meal preferences, and dietary restrictions, ensuring that you can provide this information to your caterers ahead of time.

Using spreadsheets to track food preferences

Planning a wedding can be a daunting task, but using spreadsheets to track food preferences can help you stay organized and ensure that your guests' needs are met. Here are some tips for creating and using spreadsheets to track food preferences for your wedding:

Choose Your Spreadsheet Platform

Start by selecting a spreadsheet platform that works for you. Popular options include Google Sheets, Microsoft Excel, or Apple Numbers. These programs allow you to create customizable spreadsheets that can be easily shared and accessed from any device.

Create Columns for Relevant Information

In your spreadsheet, create columns to capture essential information about your guests' food preferences. Here are some suggested columns:

• Guest Name: List the names of your guests, including any ""plus ones" or children.
• Dietary Restrictions: Note any allergies or dietary restrictions, such as gluten-free, vegetarian, or vegan.
• Meal Choices: If you are offering multiple meal options, create columns for each choice, such as chicken, beef, or a vegetarian entree.
• Number of Guests Invited: Keep track of how many people are invited from each party.
• Number of Guests Attending: Update this column as you receive RSVPs to know the final headcount.
• Number of Children Attending: If your wedding is kid-friendly, having a separate column for the number of children can be helpful for organizing meals and seating arrangements.

Include Additional Details

In addition to food preferences, your spreadsheet can include other relevant information:

• Seating Chart: Create a column for table numbers or seating assignments, especially if you want to group certain guests together.
• Gifts Received: Keep track of gifts received from each guest, making it easier to send thank-you notes later.
• Contact Information: Include columns for addresses, phone numbers, or email addresses to facilitate communication and invitation sending.

Share and Update Your Spreadsheet

Share your spreadsheet with your wedding planner, caterer, and other key individuals involved in the planning process. This ensures that everyone is on the same page and can provide input or make necessary changes. Update the spreadsheet regularly as you receive RSVPs and food preference information from your guests.

Benefits of Using Spreadsheets

• Organization: Spreadsheets allow you to centralize all your guest information in one place, making it easier to manage and preventing last-minute headaches.
• Customization: You can customize your spreadsheet to include only the information that is relevant to your wedding, making it tailored to your specific needs.
• Easy Sharing: By using online platforms like Google Sheets, you can easily share and collaborate with others, ensuring that everyone is working with the same up-to-date information.
• Final Headcount and Meal Counts: With a spreadsheet, you can quickly calculate the final headcount and determine the number of meals required for each option, helping you provide accurate information to your caterer.

In conclusion, using spreadsheets to track food preferences for your wedding can be a highly effective way to stay organized and ensure that your guests' dietary needs are accommodated. By following these tips, you can create a comprehensive and efficient system for managing your guest information, making the planning process smoother and less stressful.

Including dietary restrictions on invites

Including dietary restrictions on wedding invites

It is important to ask your guests about their dietary restrictions or allergies when sending out your wedding invites. This will allow you to accommodate their needs and ensure they feel comfortable and welcome at your wedding. Here are some tips on how to include this information in your invites:

• Use a separate card: Create a separate card for guests to list their dietary restrictions or allergies. This can be included as part of the invitation suite or sent separately to those who have already RSVP'd.
• Provide a phone number or email address: Include a separate phone number or email address for guests to contact you directly with their dietary restrictions. This will allow them to provide more detailed information and ask any questions they may have.
• Use an online RSVP form: If you are using an online RSVP form, you can include a section for dietary restrictions. This can be a simple line for guests to write in their restrictions or a drop-down menu with common restrictions to choose from.
• Be clear and concise: When asking about dietary restrictions, be clear and concise. For example, you can say, "Please indicate any dietary restrictions or food allergies so that we can accommodate your needs."
• Offer specific options: If you are offering specific dietary options, such as vegetarian, vegan, or gluten-free meals, be sure to include this information on your invite. This will help guests understand their options and make it easier for them to provide their restrictions.
• Follow up with guests: If you are concerned about missing any dietary restrictions, consider following up with your guests directly. This is especially important if you have guests with severe allergies or restrictions.

"Please let us know if you have any dietary restrictions or food allergies so that we can accommodate your needs."

"RSVP by [date] to [email/phone number] (please include any dietary restrictions or allergies)"

"Please select your preferred main course. Let us know if you have any dietary restrictions (vegetarian, gluten-free, vegan options are available upon request)."

Remember to communicate any dietary restrictions to your caterer and work with them to create a menu that accommodates your guests' needs.

Tracking food preferences with online RSVPs

Choose an Online RSVP Platform

Select an online platform that allows you to create a custom event registration and RSVP form. Platforms like RSVPify and OurBigDayInfo offer customizable forms where you can include meal preferences and dietary restrictions. These platforms also provide features such as guest list management, event privacy, and real-time tracking, making it easier to stay organized.

Design your RSVP Form

Work with your chosen platform to design your RSVP form according to your preferences. Decide whether you want to include only the main course options or if you want to provide choices for the starter and dessert as well. Consider including a separate section for children's meal options, as their preferences may differ from adults. Ensure that there is a clear and specific section for guests to list any food allergies or special dietary requirements, such as vegetarian or gluten-free options.

Communicate with Your Guests

When sending out your wedding invitations, be sure to include clear instructions on how to access and complete the online RSVP form. You can include the link to your wedding website, where guests can find the RSVP form. Encourage your guests to respond by a specific date, and emphasize the importance of providing their meal preferences and any dietary restrictions.

Stay Organized

As the RSVPs start coming in, utilize the features provided by your chosen platform to stay organized. Use the reporting and exporting functions to create a centralized spreadsheet with your guests' meal choices and dietary restrictions. This spreadsheet will be invaluable for communicating with your caterers and ensuring they have all the information they need.

Keep Track of Changes

It's essential to stay on top of any changes or updates to your guests' meal preferences. Encourage your guests to notify you of any changes to their RSVP information, especially regarding dietary restrictions, as soon as possible. This will help you provide accurate information to your caterers and ensure a smooth dining experience on your wedding day.

By following these steps, you'll be able to effectively track food preferences with online RSVPs, making your wedding planning more manageable and ensuring that your guests' dietary needs are accommodated.

Using tick boxes for food choices

Include a Separate Response Card

In addition to the main invitation, include a separate response card with the full menu and tick boxes for each dish. This allows guests to indicate their preferences clearly. Ensure there is enough space for guests to write their names and any additional comments or requests. This way, you can keep track of who ordered what, which is essential for your caterers.

Ask for Dietary Requirements

Whether you include a menu with tick boxes or not, always ask your guests about any dietary requirements or allergies. The simplest way to do this is on their response card. If you don't include a separate response card, include a line with the RSVP details, such as "RSVP by [date] to [email/address] (please include dietary requirements)." This ensures that all your guests, including those with dietary restrictions, can enjoy the food at your wedding.

Include Children's Menu Options

If children are invited to your wedding, you may want to include their menu options as well. You can add a separate card with children's menu choices and a dedicated response card or contact information for them to reply with their preferences. This ensures that families with children have the information they need to make informed choices.

Choose the Right Invitation Style

Pocketfold or concertina-style invitations are ideal for including menu options and response cards. Pocketfold invitations can hold multiple loose cards, such as a menu card and a double-sided response card. Concertina invitations provide ample space to include the full menu and tick boxes for choices within the main invitation detail.

Consider Online RSVPs

If you're using online RSVPs as part of your wedding website, create additional fields to request each guest's meal choice. This method saves paper and can make it even easier to collect everyone's food orders.

Provide Enough Information

When listing menu options, consider providing a little more detail for each choice. For example, instead of simply writing "beef" or "fish," you might include dishes like "filet mignon" or "mahi-mahi." This helps your guests make more informed choices about their preferred entrée.

By following these tips, you can effectively use tick boxes for food choices on your wedding invitations, ensuring that your guests can express their preferences clearly and that your caterers have the information they need to prepare the right amount of each dish.

Collecting food preferences via email or text

Use a Wedding Website

Create a wedding website that includes an online RSVP form where guests can indicate their meal choices and any dietary restrictions. This method allows guests to select their meal preferences in advance, which is appreciated by caterers and helps with planning. It also gives your guests a sense of being valued and considered. Work with a wedding website provider to ensure that the RSVP form is designed to your specifications, including the option to collect children's meal choices and any necessary allergen information.

Utilize Text Message Invitations

Text message invitations are an increasingly popular option, as they are cost-effective, convenient, and easy to use. They also allow for two-way communication, making it simple to engage your guests in meal selections. You can send follow-up texts to collect meal preferences and remind guests of deadlines. Include links in your text messages to make it easy for guests to submit their choices.

Include Necessary Information

Whether you use email or text, be sure to include all the necessary information for your guests to make their meal selections. Provide a clear deadline for responses and specify any dietary restrictions or allergies that need to be accommodated. If you are offering multiple courses, consider providing descriptions and icons to help guests make their choices.

Manage Different Menus

If you are offering different menus for different types of attendees (such as children's menus or VIP options), use contact tagging to differentiate between invitees. This will allow you to manage menus and ensure that the appropriate guests receive the correct menu options.

Set Quantity Limits and Prices

If you are working within a specific budget or have limited availability for certain menu options, set quantity limits to control how many guests can select each option. You can also set prices for specific menu choices if necessary.

By following these tips, you can effectively collect food preferences via email or text, making the process of planning your wedding meal more organized and efficient.

Frequently asked questions