Collecting RSVPs might seem straightforward, but for couples and planners, it can quickly become overwhelming. Guests forget deadlines, invitations get lost, or responses come in late. As a wedding planner, your guidance can make the process smooth, stress-free, and professional. Here’s your complete guide to managing RSVPs.

1. Traditional RSVP Cards

• Include a reply card with pre-stamped envelope.
• Clearly state the RSVP deadline.
• Include options for meal choices if needed.
• Works best for older guests or those less comfortable with technology.

Planner Tip: Keep a small tracking sheet to note who has returned their card.

2. Wedding Websites

• Websites are a hub for RSVPs and event information. They can include:
  • Venue directions, maps, and parking info
  • Nearby hotels and accommodations
  • Local attractions or restaurants for out-of-town guests
  • Wedding day schedule highlights
  • Registry links
• Guests can RSVP online, and responses are recorded automatically.
• Include a direct link or QR code on the invitation for easy access.

Planner Tip: Ensure the website is mobile-friendly — most guests will access it on their phone.

3. Combining Both Methods

• Some couples offer both a physical RSVP card and a wedding website.
• Guests choose whichever method they prefer.
• Track all responses in one spreadsheet or CRM to avoid confusion.

Planner Tip: Use a column to mark whether the RSVP came via mail or online, and note special requests.

4. Tracking and Reminders

• Update your tracking sheet daily or weekly.
• Highlight missing responses and gently follow up with those guests.

Planner Tip: Include a “notes” section for dietary restrictions, plus-one details, or accessibility needs.

5. Pro Planner Tips for Stress-Free RSVPs

• QR Codes: Scan to RSVP quickly, reducing late responses.
• FAQ Section: Include common guest questions on the website to reduce emails and calls.
• Central Tracking: Always keep one master list for all responses — no double entries.
• Early Deadlines: Set RSVP deadlines a few weeks before final headcounts are due.

By combining traditional RSVP cards with a well-organized wedding website — and keeping everything tracked in one master system — you can ensure nothing slips through the cracks. Your couples will feel confident, guests will have all the information they need, and you’ll stay calm and professional throughout the RSVP process.