Maritus

You may think that you’ve mailed the wedding invitations and the job is done, but the reality is far from that. Managing RSVPs and making sure your guest list is set. Handing RSVPs isn’t simply about knowing who will attend; it impacts everything from seating arrangements to catering and venue capacity. And we all have at least one such guest who never RSVPs correctly (or at least not in a timely manner). If the RSVP process is overwhelming, fear not—we can help! This guide will walk you through the best ways to keep track of, manage, and follow up with your guests without undue stress.

The Importance of RSVP Management

RSVPs are not just a courtesy; they determine the logistics of your wedding. Having your final head count in hand allows you to plan for catering portions, seating charts, favors, and even your budget. Having an accurate count for the RSVP ensures you don’t overspend on food for extra meals or feel rushed if you have to scramble to accommodate a guest who, last minute, decided they wanted to pop in. Plus, venues and vendors typically require final numbers far in advance. How well you manage your RSVPs can save you money and last-minute panic.

Handing Out RSVP Cards That Work

The first step is deciding how you want guests to RSVP. In the past, response cards were included in your invitation, but digital RSVPs are just as popular now. Wedding websites such as Zola, The Knot, and Minted enable guests to RSVP online, allowing for easier, real-time tracking of responses. You can also create a dedicated email or even use Google Forms to gather responses. For a more personal touch, you can ask guests to text or call, though this is also preferable if all responses are logged somewhere (just not a million different spreadsheets).

No matter how you choose to, make it clear and simple. If you make your guests jump through hoops to RSVP, though, there’s a chance it’ll take them a while or they’ll forget. Give clear directions within your invitation, and if online, provide a link.

When to Send Invitations and RSVP Deadlines

Timing is everything. Wedding invitations should be sent out 6–8 weeks before a wedding, and for a destination wedding, at least 3–4 months in advance. Your RSVP deadline should be around 3–4 weeks before the date of the wedding, giving you enough time to finalize things with the vendors.

Procrastination runs rampant, so setting an earlier deadline than you think you will need is also helpful for some guests. This should give you more time and room to follow up with those who haven’t responded without feeling anxious about it.”

Organizing RSVP’s Quickly and Effectively

Now that the invites have gone out, it’s time to track the responses. Whether it’s an Excel sheet, a wedding planning app, or an RSVP feature on a wedding website, keep your overall system organized. Keep track not just of who is coming but also of meal choices, plus ones and special requests.

So, divide your guests into groups: family, close friends, colleagues, and distant relatives. That way, if you ever need to follow up, you can focus on those who are most likely attending.

How to Deal With Guests Who Don’t RSVP

Real talk: Some people simply don’t RSVP on time. It’s irritating, but it happens. One week from your deadline, send a polite reminder via text, phone, or email. Something like:

“Hey [guest’s name]! A kind reminder to RSVP [date] for our wedding. We would love to have you there and need final numbers soon. Hope to see you!”

If you still don’t hear back, pick up the phone and call them. Some people think you “just know” they’ll come. Others genuinely forget. But usually, a friendly reminder can do the trick.

For those who continue to not respond, you’ll have to make an executive decision. If they are close friends or family, assume they’re attending and plan accordingly. If they’re not that close,” consider them a no.

Handling Late-RSVPs

Even once you get responses, prepare for a few last-minute adjustments. Life gets in the way — some guests may need to cancel due to emergencies, and others, on a whim, decide they can attend.

To stay ahead of this, discuss your flexibility with your caterer and venue. Some vendors make small tweaks available up to a week out from the event. Give yourself a little breathing room in your seating arrangement in case of surprises. Clear space for a “backup table.” If you can, clear out room for a “backup table” for anyone who may need to stay late.

Plus-ones and kids—setting boundaries

Dealing with plus ones and children at weddings can be complicated. Use capital letters, bold font, or some other way to make yourself clear from the beginning—if you’re inviting one person, say so! For instance, “One seat, in your honor, has been reserved. If you are allowing pluses, include a way to ask guests to write in the name of their companion when they RSVP.

If your wedding is child-free, break the news politely: “While we love little ones around, we are keeping this an adults-only party. Thank you for your understanding!” Be prepared for some resistance, however, and hold fast. Providing childcare information or hotel recommendations for out-of-town guests can help ease worries.

Engaging Guests During the Pre-Wedding Period

After you have your RSVPs, keep your guests engaged. Deliver cheerful information by letter, wedding website, or group text. Provide information on the schedule, dress code, transportation, or in case you want to do fun events before the wedding. They won’t cancel last minute.

Stress-Free RSVP Management

If you find it daunting to track RSVPs, have a close friend or family member help with this task. Many couples also enlist a wedding planner, who can handle RSVPs, follow-up, and last-minute changes, sparing you undue stress. This way, you’ll be able to focus on yourself and prepare for your big day without worry and stress.

Final Thoughts

RSVP management is more than just keeping track of responses; it is also about making sure your wedding goes off without a hitch, your guests feel appreciated, and your vendors have the necessary information to carry out the wedding tasks allotted to them without any hitch and confusion. With clear expectations, polite follow-ups, and organizational skills, you’ll be able to cut out the unnecessary stress and focus on what really matters—celebrating your special day with the ones you love. Now take a big sigh, apply these tips, and have fun planning your wedding! You’ve got this!

Maritus Offerings: Effortless RSVP Management

We at Maritus understand that wedding planning is stressful, particularly when it comes to RSVPs. That’s why we do it for you! Your RSVP process will be handled by our staff, from setting up faux RSVP systems to manually following up with guests who have yet to respond. We count heads, plan meals, and collect special requests so you don’t have to. And if a last-minute change does come up, no problem! Say goodbye to chasing guests for responses; this is all covered. Let Maritus lighten the load to enable you to put your feet up and enjoy time with family and friends. 

So are you ready to make your wedding planning a breeze? Get in touch with us today!