What every bride needs to know about RSVPs
In today’s post, we’re diving into everything you need to know about RSVPs—what they are, why they matter, and the pros and cons of online vs. mail-in responses. Ready to discover the best option for your big day? Let's get started!
What does RSVP mean?
The acronym RSVP comes from the French phrase “Répondez s’il vous plaît,” meaning “Respond if you please.” In English, phrases like “Favour of a response is requested,” “Kindly respond,” or “Please respond by” followed by a date are common. This provides your guests with a clear deadline, encouraging timely responses.
An RSVP is a response from your guests about whether or not they will attend your wedding. It’s a simple concept, but the impact is significant and multifaceted. Make it simple and easy for your guests to know how and where to respond by including an RSVP card in your invitation suite. The easier it is for your guests, the less follow-up you’ll have to do later.
Why RSVPs Matter
RSVPs determine how many people will attend your wedding or event. This final headcount affects several aspects of your planning:
Catering: Your caterer needs to know how many meals of each entrée to prepare, the quantity of appetizers required, and the amount of cake to serve.
Bar Service: The bartender will plan the necessary alcohol and beverages.
Staffing: You’ll hire the appropriate number of staff to manage your wedding seamlessly.
Wedding Planning: Your planner will know how many tables and chairs are needed.
Florals: The florist will create centerpieces based on the number of tables.
Stationery: Your stationer will print the right amount of menus and calligraphy for place/escort cards.
Response cards are perfect for indicating entrée preferences, especially for plated meals. This helps your caterer prepare accordingly and ensures your guests enjoy their preferred meal.
RSVPs are also essential for managing your guest count. Including a phrase like “We have reserved ____ seats in your honor” helps deter guests from inviting others not on your guest list.
RSVP card with stamped addressed envelope
When should guests return their RSVPs?
Gone are the days of setting the RSVP deadline two weeks before the wedding. With many details to finalize, a 30-day response time is more realistic. This also gives you time to follow up with late responders.
Online vs. Mail-In RSVPs
The debate between online and mail-in RSVPs continues. I’m going to go out on a limb and say this: if the guest experience is important to you, make it as easy as possible for your guests to reply. To determine which is best for you, here are some considerations:
Online RSVPs
Convenience: Easily see who has or hasn’t responded and send quick reminders.
Innovation: Use QR codes on RSVP cards for guests to scan with their phones.
Downside: Older or less tech-savvy guests may find this method intimidating or confusing. And long website url’s make it clumsy for guests to respond.
Mail-In RSVPs
Tradition: Embrace the anticipation of receiving mail and reading notes from guests.
Accessibility: Ideal for older guests or those who prefer a tangible experience.
Tips: Include a stamped, addressed envelope to simplify the process for your guests.
Or for the best of both worlds, combine each approach. For those guests who prefer tradition, include a stamped, pre-addressed envelope with their invitation. And for tech-savvy friends and family, direct them to your preferred website for online responses. Regardless of your chosen method, remember that following up with phone calls or text messages will most likely be required.
How to manage RSVPs
Once you start receiving RSVPs (one of the most exciting parts of wedding planning!) you need to stay organized. From old-school paper and pencil to modern online systems, there’s an option for everyone:
Spreadsheets: Create your own system with a spreadsheet, adding columns for guest responses.
Checklists: Use a paper and pencil checklist for a traditional approach.
Online Platforms: Use sites like TheKnot.com, WithJoy.com, or RSVPify.com to manage responses and send push notifications to non-responders.
As RSVPs start rolling in, the excitement builds. Whether online or mail-in, you’ll feel the joy of knowing your loved ones will be there to celebrate with you on your special day.
I hope you found these tips useful and feel more confident in managing your RSVPs, and which response method is best for you. Staying organized makes for seamless and stress-free wedding planning!