Rsvp Dates: Setting Timely Wedding Guest Responses

Planning a wedding is an exciting but challenging task, and one of the most important aspects is finalising the guest list. Knowing when to set the RSVP date can be tricky, as you want to give your guests enough time to respond, but not too much time that they forget or change their minds. The general consensus is that wedding invitations should be sent out at least six to eight weeks before the wedding, with an RSVP deadline of around four weeks before the big day. This gives guests enough time to figure out their plans and make any necessary travel arrangements, while also giving the couple time to chase up any late responses and finalise numbers with their caterer and venue. For destination weddings or holiday weddings, it's a good idea to give guests even more notice, with invitations sent out around three months in advance and an RSVP deadline of six weeks before the wedding. Ultimately, the RSVP deadline will depend on the specific requirements of the couple and their vendors, but setting a clear deadline and sticking to it is crucial to ensure a smooth and well-organised wedding planning process.

Send invites 6-10 weeks before the wedding

Sending out your wedding invites is an exciting step in the wedding planning process. The general consensus is that you should send your wedding invitations between six and ten weeks before the wedding. This gives your guests enough time to decide whether they can attend and make any necessary travel arrangements.

If you send your invitations too far in advance, you run the risk of your guests putting off responding and then forgetting altogether. On the other hand, if you don't give your guests enough time between receiving the invite and the RSVP deadline, they may not be able to commit, especially if they need to book time off work or sort out travel and accommodation.

It's a good idea to send save-the-date cards to give everyone a heads-up, particularly if your wedding is at a peak time of year, such as Christmas, or if it is a destination wedding. That way, your guests can make a note of the date and start making arrangements without having to commit.

Once you've sent your invitations, you can expect a flurry of responses from those who always knew they'd be there, followed by a few stragglers over the next few weeks. You can then expect a bunch of replies close to the deadline, and there will always be those who never respond, so you'll have to go after them.

If you've given your guests four to five weeks to RSVP, you'll then have two to three weeks before the wedding to track down any late responders. The caterers will want a final headcount at least one week before the reception, and you'll need a few days to get in touch with people you haven't heard from.

Set RSVP deadline 3-4 weeks before the wedding

Setting an RSVP deadline for your wedding is an important step in the wedding planning process. While it can be a stressful task, choosing the right deadline will give you enough time to finalise the details of your big day.

Finalising Details

Giving yourself a few weeks between the RSVP deadline and the wedding day allows you to finalise the details of your wedding with your vendors. This includes confirming the number of guests with your caterer, venue, and other vendors. It also gives you time to create a seating chart and make any necessary adjustments to your plans.

Following Up on Late Responses

Despite your best efforts, some guests may not respond by the RSVP deadline. By setting the deadline 3-4 weeks before the wedding, you allow yourself some buffer time to follow up with those who haven't responded. This could be in the form of a friendly phone call, text, or email.

Managing Travel Arrangements

If your wedding involves guests travelling from out of town, setting the RSVP deadline 3-4 weeks in advance gives them enough time to make travel arrangements. This is especially important if your guests need to book flights or accommodation, as they can often fill up or become more expensive closer to the date.

Sending Out Reminders

With an RSVP deadline of 3-4 weeks before the wedding, you can send out friendly reminders to your guests about a week or so in advance. This helps to ensure that you receive responses on time and gives your guests a gentle nudge if they have forgotten to respond.

Peace of Mind

Having an RSVP deadline that is neither too close to nor too far from the wedding date gives you peace of mind. You don't want to be chasing responses too close to the wedding, and an earlier deadline increases the chances of last-minute changes or no-shows.

Remember, it's important to include the RSVP deadline clearly on your invitations and wedding website so that your guests are well-informed. This deadline also gives you a clear timeline to work with as you finalise your guest list and plan the other aspects of your special day.

Send reminders 1 week before the RSVP deadline

It's important to send reminders to your wedding guests about their RSVPs. While it may seem unnecessary, it's a good way to ensure that you have an accurate headcount for your venue and caterer. Here are some tips to keep in mind when sending reminders one week before the RSVP deadline:

• Contact guests who haven't responded: Send a friendly text, email, or phone call to guests who haven't responded to their RSVPs. This will give them a gentle nudge and allow you to get a more accurate sense of your guest count.
• Use multiple methods of communication: Some people may be more responsive to certain methods of communication than others. Try sending an email, followed by a text or a phone call if you don't hear back within a day or two.
• Provide a clear deadline: When sending reminders, be sure to include the deadline by which you need to hear back from them. This will create a sense of urgency and make it more likely that they will respond promptly.
• Offer alternative response methods: If you initially requested a mailed response, consider offering an alternative method, such as an email or online RSVP form. This may make it easier for guests to respond and increase the likelihood of hearing back from them.
• Express enthusiasm: Let your guests know how much their presence means to you. This will not only make them feel valued but also increase the chances of them attending your wedding.

Remember, it's important to give your guests enough time to respond to their RSVPs. Typically, invitations are sent out six to eight weeks before the wedding, and guests are given four to five weeks to respond. Sending a reminder one week before the RSVP deadline will help ensure that you have the information you need to finalise the details of your big day.

Give final numbers to the caterer 1-2 weeks before the wedding

Giving your caterer the final numbers for your wedding is a crucial step in the wedding planning process. This step ensures that your caterer can adequately prepare and plan to feed all your guests on your big day. Here are some tips and advice to help you finalise the guest list and provide the final numbers to your caterer:

Finalise the Guest List

Before providing the final numbers to your caterer, it's essential to finalise your guest list. This includes confirming the attendance of guests who have responded to your invitations and following up with those who have not yet responded. It's a good idea to set an RSVP deadline for your guests, usually around three to four weeks before the wedding. This gives you enough time to chase any late responses and create an accurate guest list.

Communicate with the Caterer

Once you have a confirmed guest list, it's essential to communicate the final numbers to your caterer. This should be done one to two weeks before the wedding day. Discuss with your caterer their specific requirements and deadlines to ensure that they have enough time to prepare. It's crucial to be as accurate as possible with the final numbers to avoid last-minute changes and ensure a smooth catering experience on your wedding day.

Consider Buffer Numbers

When finalising the guest list, it's a good idea to consider adding a buffer to your numbers. This means accounting for any last-minute additions or unexpected guests. Adding a small buffer, such as 5-10% to your confirmed guest count, can help ensure that your caterer is prepared for any surprises. This buffer can also account for guests who may have dietary restrictions or special meal requests.

Manage Late Responses

It's inevitable that some guests will respond to your invitations at the last minute or even forget to respond altogether. To manage these late responses, set aside time to send reminders and follow up with guests who have not yet responded. You can send friendly reminders via phone calls, texts, or emails. It's important to be organised and proactive in your communication to ensure you have a confirmed guest list before the caterer's deadline.

Finalise Catering Details

When providing the final numbers to your caterer, it's also a good opportunity to finalise other catering details. This includes confirming the menu, any special dietary requirements, and the timing of food service. Discuss any last-minute adjustments and ensure that your caterer has all the information they need to provide a seamless dining experience for your guests.

Be Mindful of Venue and Vendor Requirements

In addition to catering, keep in mind that other vendors and your wedding venue may also require final numbers. These vendors could include rental companies, florists, or any other services dependent on the guest count. Communicate with all your vendors and the venue to understand their specific requirements and deadlines. This will help you stay organised and ensure that all aspects of your wedding are well-coordinated.

Expect some guests to RSVP after the deadline

It is inevitable that some guests will RSVP after your deadline. This is a common occurrence and there are ways to prepare for it. Firstly, it is important to set an RSVP deadline that works for you and your vendors. Typically, caterers and venues will request a final headcount one to two weeks before the wedding day. Therefore, it is recommended that your RSVP date is set around three to four weeks before the wedding. This gives you a window to contact late responders and confirm your final numbers with vendors.

However, despite your best efforts, there may still be guests who fail to respond by the deadline. To prepare for this, it is advisable to send invitations eight to ten weeks before the wedding, with an RSVP date of four to five weeks before the event. This gives guests ample time to respond and makes it more likely that you will receive responses before your deadline. It is also beneficial to send a friendly reminder to guests one week before the RSVP deadline. A polite nudge will help ensure responses and reduce the number of late replies.

Despite your preparations, there may still be guests who RSVP after the deadline. It is recommended that you wait about a week after the deadline before sending follow-up messages to those who haven't responded. A simple phone call or text will often be enough to get a response. It is also a good idea to ask for their response within 24 hours, explaining that you need to provide the caterer with final numbers. If you still don't receive a response, it is acceptable to mark them as not attending after a few days.

While it can be frustrating to chase late responses, it is important to remain enthusiastic and express your desire for their attendance. This will increase the likelihood of a "yes" response and make the process more enjoyable for both parties.

Frequently asked questions