Wedding Website: Rsvp Card Placement Tips

Wedding planning can be stressful, but there are many ways to streamline the process. One way to make things easier is to create a wedding website that communicates all the important details about your big day, such as hotel recommendations and registry information. You can also use your wedding website to collect RSVPs and manage your guest list. This is a great way to avoid the hassle of paper response cards and manually keep track of responses. To make sure your guests know about your wedding website, you can include the URL on your save-the-date cards, formal invitations, or enclosure cards.

RSVP instructions on the invitation

If you are planning a wedding, you will likely want to include RSVP instructions on the invitation. Here are some detailed and direct instructions to guide your guests through the RSVP process:

Online RSVP via Wedding Website

If you have created a wedding website, you can include the website address (URL) on your invitations, along with a request for guests to RSVP online. This method offers convenience and cost-effectiveness, and it is becoming increasingly popular among couples. Here is an example of the wording you can use:

"Kindly RSVP by [date] at www.yourweddingwebsite.com"

You can also include a QR code on your invitations that guests can scan to access your wedding website directly.

Provide Clear Deadlines

It is essential to set an RSVP deadline to help you and your vendors finalise the details for the big day, such as food quantities and seating arrangements. A deadline of around four weeks before the wedding date is generally recommended. Make sure to prominently display the deadline on the invitation, and consider sending a reminder to your guests a week before the deadline.

Specify the Number of Guests

To avoid any misunderstandings, be clear about the number of guests invited from each party. You can use wording such as "_ of _ attending" on the RSVP card, with the second space pre-filled with the number of guests invited. This will help prevent guests from adding extra names to the RSVP.

Include Lines for Acceptance/Decline and Any Special Requests

The primary purpose of an RSVP is to confirm attendance, so be sure to include a line where guests can indicate whether they accept or decline the invitation. You can use checkboxes, circles, or fill-in-the-blank lines for this. You may also include a special request line, such as for song requests, dietary restrictions, or drink preferences.

Provide a Pre-Addressed and Pre-Stamped Envelope

If you opt for physical RSVP cards, include a pre-addressed and pre-stamped envelope with each invitation. This makes it easier for your guests to send their responses, and you will be more likely to receive them back. The envelopes should be addressed to the person handling the RSVPs, whether it is you, your partner, a parent, or a member of the wedding party.

RSVP deadline

When it comes to wedding planning, setting an RSVP deadline is crucial to finalising the guest list and arranging other important details. Here are some instructive guidelines and suggestions for establishing an effective RSVP deadline:

Recommended Timeframe for RSVP Deadline:

It is recommended to set the RSVP deadline around three to four weeks before the wedding day. This timeframe allows a buffer for late responses and provides the couple with enough time to finalise the guest list and other arrangements. It is also a considerate timeframe for guests, as it is not too far away that they may forget and not too close that they feel pressured.

Importance of an RSVP Deadline:

The RSVP deadline is essential for the couple and their vendors to finalise last-minute details. The caterers, venue coordinators, and other suppliers typically require a final headcount one to two weeks before the wedding. A timely RSVP deadline ensures that the couple can provide accurate numbers to their vendors and plan accordingly.

Strategies to Ensure Timely RSVPs:

To encourage timely responses, it is helpful to include a pre-addressed and pre-stamped return envelope with the invitations. This makes it convenient for guests to respond and reduces the likelihood of late replies. It is also beneficial to offer multiple RSVP options, such as digital submissions through a wedding website or phone calls, accommodating varying preferences and comfort levels with technology.

Clear and Engaging Wording:

Using clear and explicit wording on the RSVP cards can help ensure a timely response. Instead of simply stating "RSVP," consider phrasing it as "The favor of your reply is requested by [date]." This provides a more explicit instruction for guests. Additionally, including engaging calls to action, such as requesting a song that will get them on the dance floor or their favourite memory of the couple, can make the process more interactive and inviting.

Early Deadline for Destination Weddings:

If you're planning a destination wedding, it's advisable to set an earlier RSVP deadline, about two months before the wedding. This extended timeframe accounts for the additional travel arrangements guests will need to make. Sending out invitations about four months in advance gives guests ample time to plan their attendance and make the necessary accommodations.

Following Up Before the Deadline:

To ensure a timely response from guests, it is a good idea to send a friendly reminder about one week before the RSVP deadline. This can be done via a phone call, text, or a note on the wedding website. This proactive approach helps to reduce the chances of late responses and keeps the planning process on track.

Finalising Details with Vendors:

Once the RSVP deadline has passed, the couple can proceed to finalise details with their vendors. Around two weeks before the wedding, connect with the caterer, planner, venue coordinator, and other suppliers to provide them with the final guest count. This allows for the confirmation of table settings, entrees, wedding favours, and other guest-related arrangements.

In summary, setting an effective RSVP deadline involves choosing a suitable timeframe, offering convenient response options, using clear wording, and following up promptly. This ensures that the couple can finalise their plans and that vendors have the information they need to provide the best possible service.

Food preferences and dietary requirements

The food and drink you serve at your wedding are a reflection of your tastes and an expression of your hospitality. Creating an inclusive menu can go a long way in making your guests feel welcome and cared for. After all, a wedding is a communal celebration, and what's a celebration without food that everyone can enjoy?

Decide How Accommodating You Want to Be

Ethical and practical considerations: Some guests have dietary restrictions for health reasons like allergies, while others have ethical beliefs like veganism. Special diets often need separate cooking areas to prevent cross-contamination, which may affect your budget.

Guest preferences and budget: Balancing the comfort and well-being of your guests with your budget can be challenging. Specialized menus can be more expensive due to the cost of alternative ingredients and preparation time. Discuss the costs of accommodating special dietary needs with your caterer.

Setting clear boundaries and expectations: If you can't cater to every dietary requirement, clearly communicate this on the RSVP or wedding website. Guests can then make alternative arrangements if needed.

Common Dietary Requirements

• Vegetarian and Vegan: Vegetarians generally avoid meat and fish but may consume dairy and eggs. Vegans avoid all animal products, including dairy, eggs, and honey. Offer cheese and vegetable-based dishes for vegetarians, and focus on plant-based proteins like lentils, chickpeas, and tofu for vegans.
• Gluten-Free: Gluten is a protein found in wheat, barley, and rye. For those with coeliac disease or gluten sensitivity, consuming gluten can lead to health issues. Offer gluten-free bread, pasta, sauces, and dressings, and ensure separate preparation areas and utensils to avoid cross-contamination.
• Nut Allergies: Nut allergies can range from mild to severe and can be life-threatening. Avoid nuts altogether if possible, or ensure that dishes containing nuts are clearly labelled and there's no cross-contamination during food preparation.
• Dairy-Free: Dairy-free diets exclude milk, cheese, yoghurt, and butter, often due to lactose intolerance, milk allergies, or personal preference. Offer alternatives like coconut or soy milk-based sauces and desserts. Use olive oil instead of butter for cooking and baking, and don't forget the dairy-free ice cream!
• Religious Dietary Restrictions: Halal and Kosher are religious dietary laws observed by Muslims and Jews, respectively. Consult with your caterer to offer a separate menu that complies with these requirements, ensuring that the preparation meets all religious guidelines.

Buffet vs Plate Food

When deciding between a buffet and plated food, consider the following:

Buffet:

• Pros: More choices for guests, less work as you don't need to collect dietary info in advance, and a more social experience.
• Cons: Risk of cross-contamination, guests might accidentally choose unsuitable dishes, and there's often more food waste.

Plated Food:

• Pros: Safer for allergies and dietary restrictions, controlled portions and less waste, and you know exactly what each guest is getting.
• Cons: Less variety, more prep work as you need to collect dietary needs in advance, and requires expert timing to serve everyone simultaneously.

Choosing the Right Wedding Caterer

Hire a knowledgeable and flexible caterer who understands dietary restrictions and is willing to adapt their offerings to suit your needs. Ask potential caterers if they can accommodate various dietary requirements and if they have experience with specialized menus. Request references or case studies of similar events, and inquire about their food sourcing and cross-contamination policies.

Drinks to Consider

When it comes to drinks, don't forget to accommodate dietary requirements as well. For gluten-free options, offer beers made from sorghum or rice instead of barley. Choose wines labelled as vegan, created using plant-based or mineral substances. Consider a signature cocktail that's both gluten-free and vegan.

Also, provide a range of non-alcoholic options like virgin mojitos, fruit-infused water, non-alcoholic sangria, and herbal teas.

Wedding Day Coordination

To ensure a stress-free day, nominate a "food liaison officer" from your wedding party. They will ensure that the serving staff are briefed on dietary requirements and know which dishes are suitable for each guest. A seating chart with dietary notations and place cards with discreet symbols can help serving staff deliver the right food to the right person.

Ask your guests not to swap seats or tables to avoid any issues.

Communicate with Your Guests

Communication is key. Request information on dietary restrictions in your invitations or on your wedding website, and provide clear labels for all dishes, listing their ingredients.

Trust your guests to make decisions about what to eat, but make sure to communicate their options clearly and listen to any questions or concerns they may have.

You can also send direct messages to individual or groups of guests through your wedding website if needed.

Special request line

A special request line is a fun and useful addition to your wedding RSVP cards. This is where you can ask your guests for their input on the big day, whether it's their favourite song to get them on the dance floor, their drink of choice, or a cherished memory of the happy couple.

"We'd love to hear a song that's sure to get you on the dance floor, so please share your song requests with us!"

"Any songs you'd like to hear? We'd love to know!"

"Help us stock the bar! What's your drink of choice?"

"Share your favourite memory of us as a couple."

"Any relationship advice for the newlyweds?"

"What's your ideal date night idea for us?"

"Give us your best piece of marriage advice!"

"We'd love to hear from you! Please use this space for any special requests or notes."

The special request line is a great way to make your RSVP cards unique and engaging for your guests. It adds a personal touch and can also provide helpful information for your wedding planning.

Registry information

It is generally considered impolite to ask for gifts when sending out wedding invitations. However, it is acceptable to include an informational insert in the envelope with a link to your wedding website, where guests can find your registry details. This approach is more subtle when it comes to asking for gifts. You can also include an RSVP card, reception card, or wedding program in the same envelope as your wedding invitation, without raising any questions.

The best way to inform guests about your registry is by including a link to your wedding website on an information card in your wedding invitation suite. Word of mouth is also acceptable. You can ask your close family members and friends to spread the word to anyone who asks about it. If guests want to give you a gift, they will have no problem asking you directly about your registry and where they can find it.

If you have multiple online registries, a separate registry card will give you the space to include the full URLs and any necessary passcodes. Similarly, if you are requesting charitable donations in lieu of gifts, a registry card provides an opportunity to explain the chosen charity and why it is important to you.

Some wedding invitation suites also include an "All in One Wedding Invitation" with RSVP and registry details.

Frequently asked questions