3 Tips to Avoid An RSVP Nightmare!

Education, Weddings

Dec 10, 2016

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As I am preparing to attend the holiday party of a sweet friend, I thought this would be the perfect opportunity to talk about something so common to events, but yet often overlooked- the RSVP.

When thinking about attending an event that you’ve been invited to, it’s important to remember a few things to help make the experience a pleasant one for both the host and the attendee.  The host hand picked you to join their celebration and their planning is based on how many people will actually be at this gathering, hence an RSVP was included with the invitation. RSVPs are one of those things that do not have a peak season as events happen all year long and around the clock! However, there are times when an RSVP is imperative to the planning of the event.

Being a wedding photographer for the past five years, as well as attending industry events and personal gatherings, I’ve seen the good, the bad and the ugly of the RSVP, so I wanted to take this opportunity to share 3 tips regarding the importance of an RSVP and how to avoid the nightmares that can be associated with them.

jillian-oliver-0013Tip 1: Respond

When you’ve been invited to an event, try and respond within the first 1-2 days of receiving the invitation.  This will ensure that you don’t forget to do so whether you are able to attend or not. I recall shooting a wedding once where a family of four failed to RSVP and the couple elected to have a seating chart for their reception.  Because they weren’t aware this family was attending, there was confusion with trying to seat them prior to the start of the reception.  Luckily for the bride and groom, the wedding planner assisted with finding them places to sit, however the family was unable to sit together.

So, what exactly is an RSVP?

It’s French for répondez, s’il vous plaît. It’s simply a request to respond to the invitation. The appropriate thing to do once you’ve decided whether or not you are able to attend is use the methods listed in the invitation to send your response.  If for some reason your plans change, which will affect your RSVP, please send an update to the host.

If you’re a host looking for an easy way to manage your attendee’s RSVPs online you might want to try Eventbrite’s free event planning software and include the link to your event page in the invitation for guests to RSVP.

baltimore-hyatt-regency-wedding-photos-terri-baskin-photography_0560

Tip 2: Use the Invitation as A Clue To The Type of Event That’s Being Held

When in doubt, look at the type of invitation that you received as a clue to the formality of the event.  Look at the time of day.  The later the event, the more formal it may be.  Look at the location of the event.  Is it at a home or a venue?  Look for a dress code on the invitation.  Is there a dress code listed?  The last thing that is a clue to the type of event is the style of the invitation. If it was an e-invitation there are chances that it may be less formal than a hand-pressed invitation with a script font and your address written in calligraphy.

Does My Invitation Mean that I Can Invite Someone Else (my plus 1)?

The invitation or the RSVP method should give you an indication on whether or not it’s okay to invite a guest.  Pay special attention to how the invitation is address.  If it is an e-invitation, read the online instructions from the host. When mailing in an invitation, see if a headcount is already listed.  If there is a 1 in already on the RSVP, then the host has only accounted for you.  When in doubt, contact the host and get permission to bring a guest.

Lin Wedding 2015Tip 3: Keep The Host Updated

When most people hold an event, they understand that 1) not everyone will be able to commit to coming, due to personal obligations or scheduling conflicts and 2) plans change and people that once were able to come may no longer be in attendance.  That’s perfectly fine. However, in the second instance, an update to your RSVP should  be sent to the host.

When it comes to a wedding, the guest list is based on people the couple has hand-picked to celebrate with them and sometimes dinner entrees at the reception can costs upwards of $60 per plate.  For every person that does RSVP for a wedding but fails to attend, that’s money that the couple or family that’s paying for the wedding will never see again.

Lin Wedding 2015

I love this infographic created by the team at Eventbrite that helps better explain the RSVP and its purpose.  If you haven’t already visited their page to learn more about their event planning software, you can do so here.

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