How to get guests to RSVP: a practical guide
Without RSVPs you cannot tell how much food to order, how many chairs to set out, or whether you need a different place. The problem is that people tend not to answer, or say "sure" and then not come. A few habits raise the response rate.
What every invitation needs
- What: the type of event and who is hosting.
- When: date and time, and when it ends if that matters.
- Where: the address, with directions and parking.
- Reply by: a clear date. Without a deadline there is no urgency.
- How to reply: one link, not "text me".
- Anything else that matters: allergies, dress code, and whether kids or a plus-one are welcome.
The link decides
Every extra step lowers the response rate. The best setup is:
- A link that opens on a phone with one tap
- A reply without signing up or installing an app, for guests who do not want to
- Few fields: name, whether they are coming, and how many people
In PlanOra you can create an invitation link and send it by text, messaging app or email, and guests reply through it, even without an account.
When to send
- A small get-together with friends: one to two weeks ahead.
- A large event, a family event or one that needs travel: four to six weeks ahead, with a reminder before the deadline.
- A spontaneous event: a day or two ahead, but ask for a quick answer.
One friendly reminder
- Send the reminder personally, not to the whole group. "Hi Dana, could you let me know if you can make it? We are finalizing numbers on Thursday."
- Do not send more than two reminders.
- Make it easy to say no: "If it does not work, that is fine, just let me know."
What to do with "maybe"
No-shows
Even people who said yes do not always come. When you plan food, think about that rate from past events with the same group, and do not assume everyone will show up. There is no fixed number, so check against your last event.
After the RSVPs
- Tell the venue, caterer or group the final number.
- Send a short reminder the day before with the address and time.
- Move on to dividing up tasks and your birthday party plan.
Planning an event?
PlanOra puts tasks, polls, chat, a photo gallery, expenses and invitations with RSVPs in one place. Free.
Start planning