When organizing a party, RSVP is very important because we use this to calculate the number of guests that can make it to the event. By knowing the exact number of guests who can attend, we can then organize the event more effectively because we will be able to prepare the right amount of food and number of seats to prepare. Although it is a standard practice to reply to RSVPs, some may still forget to do so. If people didn’t respond to RSVP but then showed up to the event, we’ll be left in a difficult situation of not having enough food, seats, or even souvenirs prepared for them. Likewise, if we have prepared for a certain number of guests, yet fewer people arrived, then the extra time, effort, and money it cost us are so frustrating. If we are facing this kind of situation, it is crucial to keep calm and remain polite, so as not to ruin the ambiance with the other guests.
However, there are ways to handle these situations.
To get an effective RSVP response, we must make it clear on our invitations that we are expecting them to RSVP in the friendliest way possible. Phrases like “For the sake of my sanity, please RSVP so I can get a firm grip on the numbers attending” or “We need the numbers for catering”.
It is also best to give invitations at an earlier time to give the invitees more time to decide whether they can come to the event or not. RSVPs may be also have a deadline for us to make a final count on the guests that will be attending.
We may also want to add creativity to each of our response cards so as to make these more interesting, thus, encouraging our invitees to RSVP in a timely manner.
Lastly, a simple phone call would also be more than helpful to get a response, especially when it’s a few days before the party and we haven’t been receiving RSVPs from the invitees. It may be possible that the response card may have been lost, so it’s good to make a call and follow up on them in the most polite way.
As party organizers, we have the right to know whether our invitees can come to the event we are hosting or not, and RSVP should be a very useful way for us to determine the exact amount of guests we will be accommodating in the event we are organizing.