When you make arrangements for an event, it’s crucial that you know the number of guests attending the event. Knowing the number of people attending will help you with your planning, catering, seating arrangement, and many other essential details you need to consider.
RSVP is a French acronym that stands for “Répondez s’il vous plaît”, which means “Please respond” in English. Receiving an RSVP from your guests will give you an idea of the number of attendees, so you can make the necessary arrangements for their comfort and enjoyment.
When hosting an event, you need to communicate the correct RSVP by date to your guests. This is when you expect your guests to reply with their attendance status. The RSVP by date ensures that you get a clear idea of the number of guests that will attend your event. In this blog post, we will help you understand the importance of RSVP by date and how to communicate it effectively to your guests.
Why is the RSVP By Date Important?
Setting an RSVP by date is crucial for successful event planning. Here’s why:
1. Accurate Headcount
Knowing the accurate headcount is crucial for any event, big or small. The RSVP by date helps you get a clear idea of the number of guests attending. This will help in catering, seating, and planning every aspect of the event in terms of logistics and services.
2. Planning and Budgeting
Knowing the headcount will help you plan everything, including the food, drinks, cake, décor, flowers, and other necessities. accurate numbers also allow you to better predict your expenses and allocate your budget accordingly.
3. Space Requirements
The number of attendees will determine your space requirements. When you know exactly how many people will be coming, you can select the appropriate location, venue, and equipment needed to accommodate all your guests comfortably.
How to Indicate the RSVP by Date
Indicating the RSVP by date to your guests can be done in several ways. It’s important to find the one that serves you best.
1. On the Invitation
The invitation is the most common place to add RSVP instructions and the date. You can add “RSVP by [date]” or “Kindly respond by [date].” to the bottom of any formal invitations. Sometimes, the RSVP date can be placed in the RSVP section of the invitation.
2. Email Invitations
If you will be using email invitations, you can include the RSVP date and instructions in the email’s body. Be sure to highlight it in bold letters so it gets the attention it deserves.
3. Sending Reminders
If you haven’t received a response by the RSVP deadline, sending a friendly reminder is a good way to do so. Gentle reminders can be sent via email or text message. Sometimes it can be sent through phone calls, but you need to be polite and courteous to get the right response.
What to Do If Guests Respond After the RSVP By Date
If guests respond after the RSVP date, it can disrupt your planning as the catering and event planners already tally the headcount. Here are some things to keep in mind when dealing with late responders:
1. Follow Up
Oftentimes, a guest’s failure to RSVP by the deadline doesn’t mean they won’t attend. Send a gentle reminder email, text message, or call for confirmation. They may have forgotten to send their response or something similar.
2. Check with Your Event Planner or Caterer
If you’re uncertain what to do, check with your planner or caterer. Make your planner or caterer aware of any late additions so they can adjust their plans.
3. Stand Firm
If it’s beyond the RSVP date, and you’ve tried reaching out to guests with no response, consider them as declines. Stick to your final headcount. Remember, you need to stand firm to avoid disruption.
Indicating the RSVP by date is essential when hosting a formal event. By setting a deadline, guests feel more accountable for responding timely. It also gives you enough time to plan based on the guest list. Remember, when sending your invitations and reminders, make the RSVP by date prominent and clear. Don’t forget to keep checking for responses. A fantastic event starts with accurate planning, and this begins with knowing the number of guests that will be attending.