A comprehensive guide to tracking RSVPs


To all our dear followers, clients and readers welcome to another week of new wedding tips and tricks…Let me tell you something you should be thinking about in your planning stages of your Dubrovnik wedding. While planning a wedding involves countless details, one critical aspect is managing the guest list and RSVPs.

Tracking RSVPs ensures you have an accurate headcount, allowing you to plan seating arrangements, finalize catering orders, and create a memorable experience for everyone attending. In this blog post, we will guide you through an effective approach to tracking RSVPs for your wedding, making the process streamlined and stress-free.

Firstly, start by creating a preliminary Guest List: compile a guest list that includes family, friends, and acquaintances you wish to invite to your wedding, or anyone that comes to your mind in the moment, remember it is preliminary . Organize it into categories (e.g., family, friends, work colleagues) to simplify the list for later.

Sophie & Daniel

Photo: Camilla J. Harts

Set finalized Guest List and Send Invitations: Once you have your guest list ready, send out beautiful wedding invitations well in advance. Provide clear instructions for RSVPing, including the deadline and preferred methods of response (e.g., email, website, phone). Consider online RSVP tools, such as wedding websites like TTO (That’s The One) or dedicated apps, to make the process more convenient for your guests. *A tip is to send them up to 8 months before, to give more than enough time for everyone to respond before the final deadline to save you some nerves and get your guests excited about your wedding.

Implement a System: Establish a systematic method to track RSVPs and their responses. Some of your options could be:

  • Traditional RSVP Cards: Include pre-stamped and addressed RSVP cards with your invitations, allowing guests to respond via mail. Create a tracking system to record the responses as they arrive.
  • Online RSVP: Set up a wedding website with an RSVP feature, the one website we absolutely loveee is TTO (That’s The One) it enabling guests to respond online with all details included, regarding their plus ones and more.
  • Phone or Email RSVPs: For guests who prefer a more personal touch, provide a dedicated phone number or email address for RSVPs. Is case you would have to again, create a spreadsheet or document to track their responses.
IvanaAdam Nina Anic Weddings 51

Photo: Nina Anić

Set a Deadline for your Guests: Sometimes your guests get a little bit…relaxed, and they need to be reminded to get things done. You need to specify a clear RSVP deadline that gives them time to respond while allowing you to make necessary arrangements in time. Ideally, set the deadline a few weeks before your wedding day to provide room for follow-ups with non-responders.

Finally, follow-up with Non-Responders: As the deadline approaches, it’s common to have some guests who haven’t RSVPed yet. Reach out to these guests through email, phone calls, or text messages to confirm their attendance, be ready to handle with care and a bottle of wine to ease the headache…

Once you are done with pushing everyone to respond… you can finally  relax and enjoy in the idea of your beautiful Dubrovnik wedding with all your close friends and family having the best time of their lives.