How to Organize Wedding RSVPs

So you’ve sent out your wedding invitations. Now what? Now you need an easy, streamlined way to get keep all those RSVPs organized. Whether your wedding is 50 people or 500, you’re going to need to know who’s coming and who’s not. So let’s get started on ways to organize those RSVPs.

Opt for Online RSVPs

If you want a super easy, hands-off approach to collecting RSVPs, I highly recommend using an online option. There are so many websites out there that can do this but I love Zola or Papier. Instead of having to send RSVP cards and worrying about them getting lost in the mail. Or them arriving back with no name attached, an online option gives your guests an easy way to say yes or no to your wedding day festivities. Many sites allow you to preload +1 information so you don’t even have to worry about unexpected guests being added (this happens more than you think). On your wedding invitation, you can either add the link to your wedding website one of these sites or you can create a QR code that makes it even easier for guests to let you know if they’re coming or not.

Make an RSVP Spreadsheet

If you want to keep it old school, I totally understand. You can always create or purchase a spreadsheet to collect guest contact information, when the invitation was sent, and their RSVP response. You can you this spreadsheet to keep you organized. While the spreadsheet might work well, any couple knows that the simplest solution isn’t always that simple. Some of your RSVP cards might be returned with no name, an illegible name, or damaged in the mail. But don’t worry! The next tip gives you ways to make sure you still know who that invite belongs to.

Number the RSVP Cards

So you’re going old-fashioned and using our spreadsheet or one you made to gather your RSVP responses. What do you do to combat a card coming back illegible or worse, no name at all? Well, you number them. When you mail out your invitations, add a column to your spreadsheet and assign each guest a number. You can either write the number on with a pen or use an invisible ink pen like these. With invisible ink pens, no one will see your numbering system under normal light and you now get to save yourself some sanity trying to figure out who returned their response with no name.

Deal with Non-responders

Finally, it’s time to deal with the non-responders. You’ve sent out your invitations, given a deadline for responses, and kept an organized spreadsheet or online RSVPs. But, there are still a few, or maybe more than a few guests who haven’t given you their response, and the deadline has come and gone. First, you could always politely tell them that since you didn’t receive a response, a seat has not been saved for them. But you don’t want to do that. These are important people and you want them there! So how do you deal with them? It’s time to sit down and get them on the phone. Go through your list wherever you’re keeping it and personally call anyone who has not responded. Let them know that you’re doing your final count for catering and other wedding day vendors and you kindly need their response. Once you have it, mark it on your organizational system and move on to the next.

That’s it! You’re organized and ready to tackle your wedding day RSVPs. Don’t forget to enjoy the planning experience even though it’s a little stressful.

Not sure how to stamp your invites? Head over to our blog for all the details.