Mastering RSVP Follow-Ups: A Polite Guide for Organizers
You’ve been busy planning your wedding for months. You’ve sourced the perfect venue, the dress is hanging in a secret location, and your wedding celebrant has crafted your dream ceremony… but where are all those RSVPs?
There’s nothing worse than feeling like your special day and all your hard work has been relegated to the bottom of someone else’s to-do list… so how do you politely chase up those AWOL responses?
Managing RSVPs - If you don’t ask, you don’t know…
It’s really funny how many guests just assume that you will just ‘know’ that they are coming! Couples really do say this to me over and over! Sadly we don’t all come with built-in telepathy and when you’re in the details of pulling together your wedding day the lack of a concrete answer can be a bit frustrating. Let’s be honest, knowing exact numbers for your wedding day is pretty crucial! From my experience, your big day is really important to your friends, family and loved ones too, and they are honoured to be invited, so they just assume that you know that they will be there!
Some digital invitations include an option to send an email reminder, but regardless of whether you chose digital or physical invitations when you’re chasing up the last few, then simply asking directly can be the quickest and easiest thing to do!
Make the wedding RSVP easy!
Whether you’re sending paper invitations or if you’re going down the digital route, make sure that your reply method is as simple and straightforward as possible. Consider including RSVP cards and stamped-addressed envelopes if you want to physical RSVPs for a scrap book, or explore digital methods to gather responses. Signing on to a website is often the simplest way for your guests to reply, and as an added bonus a lot of these providers manage all the tracking for you too - just make sure you keep a manual track of any physical responses you get too. I’m a fan of an excel spreadsheet - you can manage anything you receive direct from guests, and you can usually import downloaded files from websites like rsvpify - and some also offer free options for small private events.
Tell your wedding guests how to RSVP
When you’re deep in the detail of wedding planning there is so much to think about, and a lot of information to share. But make sure you’re super clear with your guests on how you expect them to respond. Make the RSVP request clearly in your invitation, including the date that you need their confirmation by and your preferred method. Giving a clear RSVP deadline helps gather all the event replies early.
Keep track of the event headcount
No matter how clearly you make your requests there will always be some guests that don’t quite follow the instructions. Whether that is that they aren’t digitally-savvy or they simply RSVP verbally it’s important that you capture all of those guest attendance confirmations so you remember. Choose a method that works for you - a spreadsheet, a notebook, and online tracker - but make sure you keep it up dated and accurate.
Sending a polite RSVP reminder
A couple of weeks out from your wedding you absolutely should empowered and excited to send an update to all of your guests. Often you will have sent your Invitations out to your guests months before, so these little reminders can act as a friendly reminder to all guests that your big day is finally within touching distance!
You’re absolutely allowed to be excited about your day - so take the opportunity to share that with your guests. You could give them a tease about what they can expect, maybe confirm the evening entertainment, or allude to some surprises in your bespoke celebrant ceremony!
Not only can this help to shake out those last missing RSVPs, but it also acts as a reminder to all your guests to get their glad drags sparkling!
Now you’ve got your final headcount in, and you’ve made those last minute preparations, you’re now even closer to celebrating your big day!