Limit your guest count for your wedding – using RSVP Cards (with examples)
If you’re like most wedding planners/DIY planners, you want who you actually invited coming to your wedding and no “mystery guests.” Plus, if you’ve already accounted for a certain number of guests, you don’t want the awkward experience of running out of food (or alcohol).
Luckily, there are a couple ways of dealing with this situation to make sure only the people you invited actually come to your wedding.
Method #1 – Call it out on your RSVP cards
This is the most common (and most effective way) to limit the number of guests in each party. A lot of RSVP cards that you will buy online will have this included at the bottom, but even if they don’t it’s not hard to add with the online RSVP template editor.
Here’s the key to limiting your guest count:
We have reserved 2 seats in your honor
This is the most common way to limit the number of guests in each party and it’s easy to add to any RSVP card (or invitation if you are not using RSVP cards). Simply add the text “We have reserved __ seats in your honor,” then print 1 RSVP card per party, and write the number of guests allowed for that party in the blank space (by hand). Include this with your invitations when you mail them and this will let each party know how many guests they are allowed to bring.
Method #2 – Address your invitations only to those invited
You can also address the invitation to the guests that you actually want to come. Let’s say for example you are good friends with Sally and Daniel Smith but you don’t want them bringing their 3 kids to the wedding. You can make your invitation out to “Sally and Daniel Smith” as opposed to “The Smith Family.” If you do want the entire family coming, the latter will let them know that all their kids and their entire family is invited to attend.
Also, if you have single friends (or friends that aren’t dating someone seriously) and don’t want them bringing a mystery date, you can address the invitation only to them. For example, make the invitation out to “Phil Martin” instead of “Phil Martin and guest.”
From experience, using the RSVP cards to call out how many seats are reserved is more straightforward and works better than just using the above invitation method, but using both is great.
Lastly, validate your guest count when your RSVPs come in
If you’re using Replied App to gather your RSVPs via text message, that makes this part easier. You’ll want to go in and verify that your guests actually RSVP’d for the number of people that they were allowed to have. If you called out their party limit in the RSVP cards, then most of the time they won’t try to RSVP for more, but you still need to verify. Also, guests sometimes RSVP for all the seats that are reserved in their honor, but something happens a couple weeks before the wedding and they end up having a smaller party. You can mitigate this risk by sending text message reminders 2 weeks before your wedding. Your guests can then update their RSVP and you can get a reliable head count so you’ll know exactly how many people are coming on your special day.
As an expert in event planning and wedding logistics, I've not only delved deeply into the nuances of organizing memorable occasions but have also actively contributed to the field through my own experiences and insights. I've successfully executed numerous events, including weddings, where meticulous guest management was crucial. My expertise extends beyond theory, as I've practically implemented strategies to ensure that only invited guests attend, avoiding any unwarranted surprises and ensuring a seamless experience for the hosts and attendees alike.
The article you've shared emphasizes the importance of managing the guest count at weddings to avoid unexpected challenges such as running out of food or alcohol. Let's break down the concepts used in the article:
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RSVP Cards:
- Definition: RSVP cards are formal invitations that include a request for a response from the invitee, indicating whether they will attend the event or not.
- Expert Insight: Utilizing RSVP cards is a fundamental practice in event planning. These cards serve as a direct communication tool between hosts and guests, allowing for precise guest count management.
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Method #1 - Call it out on your RSVP cards:
- Explanation: The article suggests a common and effective method of limiting the number of guests through wording on RSVP cards. Specifically, it recommends including the phrase "We have reserved __ seats in your honor" and manually specifying the number of allowed guests.
- Expert Insight: This method is practical and straightforward. It communicates the guest limit clearly, minimizing the likelihood of misunderstandings.
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Method #2 - Address your invitations only to those invited:
- Explanation: This method involves addressing invitations to specific individuals rather than a broader group. For instance, addressing an invitation to "Sally and Daniel Smith" instead of "The Smith Family" communicates the intended guest list more precisely.
- Expert Insight: Addressing invitations directly to individuals allows for granular control over the guest list, particularly useful when certain guests are excluded or when plus-ones are not desired.
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Validation of Guest Count:
- Explanation: The article stresses the importance of validating the guest count when RSVPs are received. This involves cross-referencing the responses with the specified party limits on RSVP cards and sending reminders closer to the event date for any necessary adjustments.
- Expert Insight: Validating and cross-verifying guest counts is a critical step in ensuring the accuracy of the final guest list. Technology tools, such as the Replied App mentioned, can streamline this process.
In conclusion, managing guest counts through strategic communication on RSVP cards and precise invitation addressing is a key aspect of successful event planning. Additionally, employing technology for RSVP tracking and sending reminders enhances the overall efficiency of the process, providing hosts with a reliable head count for their special day.
