RSVP Management
The process of collecting, tracking, and managing guest responses to event invitations.
Definition
RSVP management encompasses collecting and tracking responses to event invitations, managing headcounts, and handling the communication around attendance confirmation. For private or invitation-only events, RSVP systems capture attendance intentions, dietary needs, plus-one information, and other logistics.
Effective RSVP management provides real-time visibility into expected attendance, enables targeted follow-up to non-responders, and feeds planning for F&B, seating, and materials.
Why It Matters
Accurate RSVP data drives planning decisions across all event functions. Underestimating attendance creates shortages; overestimating wastes budget. For seated events, RSVP accuracy directly affects guest experience and seating logistics.
RSVP response rates also indicate event interest and help identify communication effectiveness—low response rates may signal delivery issues or lack of interest.
Examples in Practice
A gala's RSVP system collects meal preferences and dietary restrictions, ensuring every guest receives appropriate cuisine without day-of scrambling.
A corporate event uses RSVP reminders to non-responders, increasing response rate from 60% to 90% before the planning deadline.
A wedding's online RSVP with plus-one management accurately captures headcount and guest names for seating arrangements.