How to Track RSVPs

Guest lists without guess work

Tracking the responses to invitations is essential for a successful event. The list of "yes" responses will become your guest list. For business events, you can use the guest list to create sign-in sheets and name tags, to tell your caterer how many people will attend and to send thank-you notes or other post-event correspondence. The list is also essential for successful personal parties and gatherings, allowing you to prepare for the correct number of guests. Whether you are planning a business or social event, the procedure for tracking RSVPs is the same.

Instructions

1. Review the invitation so you are familiar with event details, including time, place, driving or other transportation/parking instructions, entree choice if that is something you are tracking, and RSVP options. Knowing the details will help you answer questions.

2. Create a folder as soon as the invitations go out with: the invitation, event details and your list of invited guests. Your potential guest list, whether hand-written or printed from a computer spreadsheet, should include specific columns for: a guest's last name, first name, company, phone, email address, a blank column for a guest's "yes" or "no" response and a column for entree choice, if needed. Add another column for companion's name if your invitation says "and guest."

3. Write "yes" or "no" in the blank column next to each guest's name as he responds. Ask each guest to confirm the email address and phone number that you have on file for him so your contact list is up to date.

4. Call or email those who have not responded to ask if they will attend. If your event is a wedding, call one week before your caterer's "final count" deadline. If this is a more casual or a business event, call ten days prior to allow time for ordering the proper amount of food and beverages.

5. Keep a guest count at the bottom of your sheet and update it every time you get an RSVP. This will eliminate the need for constantly recounting to get a current total.

Tips & Warnings

• You can easily sort your list alphabetically, create professional-looking name tags and eliminate those who answered "no" to attending if you use a computer to keep track of your RSVP list.

• Writing your list in alphabetical order by last name will be tremendously helpful for signing people in.

• Assign each invitation a number and write the number in an unobtrusive spot on your response cards. This will help you know who responded if a guest forgets to write their name on the response card or if you can not read their handwriting.*