Managing RSVPs and guest lists for events in New York City can feel like a juggling act, especially when you're handling large-scale corporate events, social gatherings, or anything in between. As an event professional, you already know how hectic it can be to keep track of hundreds (or thousands!) of attendees, last-minute changes, and special requests. It’s a challenge, but it doesn’t have to be overwhelming. Today, we'll share some hot event management insights to help you streamline your RSVP process, stay organized, and ensure every guest experience runs smoothly—whether you're planning an intimate social event or a major corporate function in the heart of NYC.
How to Create the Perfect Guest List
One of the first steps in the event planning process is creating a guest list. This can be tough for your event clients, so be prepared to help them through the decisions. It can be helpful to break things down into a series of questions to open the discussion in a way that leads to painless decisions.
What is the Event’s Purpose and Vision?
Before locking in the number of guests, start with what exactly the event is meant to accomplish. Social events tend to be more intimate, with an extended mix of guests. By determining the type of event you’re hosting, the atmosphere you’re aiming to create, and its formality and atmosphere, you’ll be at a great jumping-off point to start your guest list.
What is the Event’s Budget and Venue Considerations?
Establishing a budget can be a determining factor for how many guests your client wants to add to the list. Additionally, some clients choose their venue before the guest list is made, while others wait until the list is created. Budget and venue constraints will likely affect the guest list, so hammering those details down early will help guide the final list.
Should I Prioritize the Guest List in Different Categories?
The simple answer is yes. Different event attendees have differing relationships with the host. Consider making a core list of key guests, such as close family and friends, who must be invited. From there, break down the list into categories to ensure a well-rounded group of attendees are included on the list. For example, a wedding guest list will most likely differ considerably compared to a mitzvah or birthday party, even within the same family. This will be something to work very closely with your client on to ensure no one is overlooked.
How Do I Account for Plus-Ones?
Plus-one considerations can be tricky. The best way to account for plus-ones is to make sure there is clear communication about the expectations from the very beginning. This will help to avoid unexpected headcounts and hurt feelings. Conveying your plus-one policy clearly on the invitations is crucial.
How to Send Invites & Manage RSVPs
The budget has been established. The guest list is complete. The NYC venue has been booked. It’s time to send out those invites and start managing the rest of the event planning process. RSVPs are imperative for determining attendance, coordinating logistics, and making necessary arrangements. Your event attendance is now in the hands of your guests, and with careful consideration and clear communication, you’ll have those RSVPs rolling in so you can work on the rest of the event production elements.
When Should I Send the Event Invites Out to Guests?
The perfect time to send out invites is dependent on the type of event you’re hosting. Formal events such as weddings and seasonal parties can be sent six to eight weeks before the event. Casual and intimate parties and celebrations can be sent two to four weeks ahead of time. Sending out invites in a timely manner ensures greater attendance and gives you enough lead time to make changes if necessary.
What Type of Invitations Should I Use?
Inviting guests to events has never been easier when you consider how device-dependent we are. But don’t feel obligated to stick with the digital eInvites alone. A combination of digital and traditional invitations tends to win over the guest lists. And, your invitation method can depend on formality and the overall tone you’re trying to set. For example, formal stationery invitations can convey a personalized touch, elegant for some social events. Electronic invites are convenient for guests to interact with and cost-efficient for you as the event planner. (Not to mention, they make RSVPing a breeze.)
What Are Some of the Advantages of Using Electronic Invitations?
One of the biggest (and probably best) advantages of electronic invites is how easy it is for guests to receive and RSVP. Some events are better suited for paper invitations, but the majority of social events can easily use electronic invites instead. You can create social media event pages, use automated reminders, and send invitations via text, or email.
What is the Best Way to Follow Up With Non-Responders?
It’s an inevitable part of event planning that people aren’t going to respond to an invitation to your event. It could be for any number of reasons. Navigating a way to follow up can take a bit of strategic finesse. With a friendly tone, send polite reminders via text, email, or phone call. Construct your messages in a way that conveys to them how much their presence is wanted at the event. And if necessary, extend the RSVP deadline to ensure those who missed it have the opportunity to let you know they can make it.
How Can I Track RSVPs Effectively?
Organization is key when tracking your RSVPs. Keep updating your RSVP list in real time, so none get lost in the mix. Establish a centralized system to keep all the RSVPs in one place, whether that’s a spreadsheet, a database, or an event planning management tool. Have it grouped as “yes” and “no,” and if they provide a reason, note that so you can pass it along to your client.
Keep Up With All the Event Planning Trends at The Event Planner Expo!
If you’re on the hunt for better ways to track RSVPs, or any other event planning business insights, you’ll find the hottest ideas and latest innovations from the best of the best at The Event Planner Expo.
The Event Planner Expo is New York City’s premier conference for event planning professionals and the hospitality industry. If you missed out this year, you can still get on the waitlist now for 2025. It’s the perfect opportunity to network with other event planners and industry professionals to hear the latest trends in the event planning world. If you’re ready to elevate your business, this is where you need to be.
