When Guests Decide ‘NOT” to RSVP’

There are only  a few special thinby A Corporate Event on 08/02/12

When People Decide “NOT” to RSVP’

You have chosen the date, got the guest list, the theme, the menu and all your party supplies. Invites are sent  and you are counting down in preparation for your event. Then you realize, it’s 4 days until your event and half the invitees have “NOT” RSVP’d. Frustrating? When people don’t RSVP, it makes planning some of the finishing details of your event difficult, if not down right impossible.  So, how do you get people to respond with a yes or no to your invite. Here are a few ways to help you inspire your invitees to RSVP!

The Party That No One Attended!

No pain, No gain- Put a little effort into it:

This is your advertisement for your event. It is important that you put the effort into it to get people to want to read and respond. Engagement of your invitees is critical. Therefore, it’s great to personalize your invites.

  • If you can’t find a design that speaks to you, upload your own photos to use as your invite design.  It sets your invite apart.
  • If it’s a recurring event like a family reunion, put some of the best pics from the last one in this year’s invite (that one of uncle joe falling into the lake should do nicely.)
  • Attach a video that’s relevant to your event. Invite others to act as host and have them post pictures and videos. PurpleTrail has all these tools and more for you!

Create A Need For Engagement

With tools like consensus building for time or place it’s easy to request feedback from your invitees. People are more apt to respond if they have something they can contribute.

  • Ask them to respond what they are bringing or with their idea for the theme.   This way you can keep a running conversation for all the invitees to see and contribute to.

Send reminders

Sometimes people just need a gentle prod- we’re all guilty of sending last minute RSVP responses.

  • Take advantage of the easy ‘send a reminder’ tool from your event management page.
  • Send out a ‘request for a response’ to those who’ve yet to view or respond.

Follow Up For Future Events

If you are someone who plans lots of events, set the standard for how well you handle pre and post party planning and wrap up.

  • Send thank yous with pictures and video of the event.
  • Post your pictures to your profile so they can be viewed by your guests. People will feel connected to your events and be more likely to respond to future events because they already feel involved.

www.ACorporateEvent.com

As a general rule, it’s good to send out reminders 24 to 48 hours prior to the event.

How to Invite

Seems like a pretty easy thing, right? But really, it’s the culmination of multiple details put in the context of the type of event you want to have. We’ve broken it down to include some of the most important considerations for a successful invitation.

Formal vs. Casual

If you are having a formal event, it is important to let your guests know so they can dress appropriately. There is a lot of dress code terminology? out there, so be sure to put in exactly what you expect from your guests.

Important Information:

Will people have to travel far to the event? If out of town guests will need places to stay, be sure to include nearby airport and hotel information. Will they be required to bring anything? (food, presents etc.) You should tell your guests everything that you want them to know in your invitation details. For example, if you don’t want kids at your event, include “adults only” on your invite. Don’t assume people have the same etiquette or discretion that you would. If it’s vital for the event, include it!

The Guest List:

  • Wedding Invitations: Make an A” list and an “Alternates” list. This way if people RSVP no, you can send out additional invites.
  • Bridal Showers/Bachelorette Parties: Make sure to only include those who are also invited to the wedding- it’s a little tacky to invite people to the shower who don’t get to witness the big day.
  • Family Reunions: Who is invited really depends on what the make-up of your family is. Does everyone live pretty close (parents, siblings, cousins, aunt/uncles, grandparents)? Or is it just for more immediate family (parents, siblings, grandparents)? The larger the guest list, the more work and costly the event will potentially be. You also don’t want to exclude your 2nd cousin Jim if he lives in the area you are holding the event.
  • Kids Birthdays: A good rule is to limit the number of the child’s friends invited to the child’s age. Example, 3 years old = 3 friends at the party. This keeps the party from getting too overwhelming for your child, and allows you to manage the party while enjoying it, instead of chasing everyone’s children around.

Timeline for Sending Invites:

  • Birthdays (kids and adults): minimum of 3 to 4 weeks
  • Event where travel is involved: at least 6 months
  • Family reunions: 12 months +
  • Weddings: Save the dates can be sent out 6 months + ahead
  • Wedding invites: 6 to 8 weeks
  • Class Reunions: 12 months + (people need time to diet)
  • Housewarming: 2 to 3 weeks
  • Dinner/luncheon: 1 to 2 weeks
  • BBQ: 1-2 weeks

Online vs. Print:

The great debate. When should you use an online invite and when should you use printed ones? There may not be a clear and concise way to decide this, but here are some things to consider:

  • The environment : In keeping current with the green trends erupting all over, sending an online invitation is clearly more eco-friendly no paper waste.

Formal or Informal: If your event is very formal, say a wedding, having a print invite may be a better option. it’s definitely more traditional and a beautiful keepsake for your special day.

  • RSVPS  Online invites make it much easier to manage RSVPS. You can send requests for a response for those notorious people who take their sweet time to respond. Print invitations require you to create a log for who has responded and who has not.
  • All the extras: Online invites have a lot of extras to offer from easily sending reminders, to uploading photos of the event to share with all the guests, to sending thank you notes after the event. With print invites these things are all available too. They just aren’t as easily accessed and require a little more work for you.

What is an appropriate event cycle?

Here’s a guideline of when to send out invitations based on event type:

  • Birthdays (kids and adults): minimum of 3 to 4 weeks
  • Event where travel is involved: at least 6 months
  • Family reunions: 12 months +
  • Weddings: Save the dates can be sent out 6 months + ahead
  • Wedding invites: 6 to 8 weeks
  • Class Reunions: 12 months + (people need time to diet)
  • Housewarming: 2 to 3 weeks
  • Dinner/luncheon: 1 to 2 weeks
  • BBQ: 1-2 weeks

Find out how to send reminders to help you encourage your guests to RSVP!

No pain, No gain- Put a little effort into it:

This is your advertisement for your event. It is important that you put the effort into it to get people to want to read and respond. Engagement of your invitees is critical. Therefore, it’s great to personalize your invites.

  • If you can’t find a design that speaks to you, upload your own photos to use as your invite design. It sets your invite apart.
  • If it’s a recurring event like a family reunion, put some of the best pics from the last one in this year’s invite (that one of uncle joe falling into the lake should do nicely.)
  • Attach a video that’s relevant to your event. Invite others to act as host and have them post pictures and videos.

Create A Need For Engagement

With tools like consensus building for time or place it’s easy to request feedback from your invitees. People are more apt to respond if they have something they can contribute.

  • Ask them to respond what they are bringing or with their idea for the theme. This way you can keep a running conversation for all the invitees to see and contribute to. Using the PurpleTrail’s chat tool is perfect for this. With this tool you can also send out your questions via email.
  • Add in PurpleTrail’s game module. You currently have 2 game module options.  Let’s Chat is a great game to add to your invitation, it lets your guest post a little information about themselves.   And Take Your Pick is a great game to add to any invitation as well. See how much your guests know about the guest of honor! It’s sure to bring a few laughs to the party.

Send reminders

Sometimes people just need a gentle prod- we’re all guilty of sending last minute RSVP responses.

  • Take advantage of the easy ‘send a reminder’ tool from your event management page.
  • Send out a ‘request for a response’ to those who’ve yet to view or respond.

Follow Up For Future Events

If you are someone who plans lots of events, set the standard for how well you handle pre and post party planning and wrap up.

  • Send thank yous with pictures and video of the event.
  • Post your pictures to your profile so they can be viewed by your guests. People will feel connected to your events and be more likely to respond to future events because they already feel involved.

As a general rule, it’s good to send out reminders 24 to 48 hours prior to the event. If you find yourself just wanting to send a message to guests prior to the event, it’s easy to communicate with guests via the message board or a broadcast message. See how to add/remove modules from your invitation.

How to invite.

Seems like a pretty easy thing, right? But really, it’s the culmination of multiple details put in the context of the type of event you want to have. We’ve broken it down to include some of the most important considerations for a successful invitation.

Formal vs. Casual

If you are having a formal event, it is important to let your guests know so they can dress appropriately. There is a lot of “dress code terminologyâ€? out there, so be sure to put in exactly what you expect from your guests. Check out our article “Dress Code Guidelines – Pick the Right Party Attireâ€? for some help with definitions.

Important Information:

Will people have to travel far to the event? If out of town guests will need places to stay, be sure to include nearby airport and hotel information. Will they be required to bring anything? (food, presents etc.) You should tell your guests everything that you want them to know in your invitation details. For example, if you don’t want kids at your event, include “adults only” on your invite. Don’t assume people have the same etiquette or discretion that you would. If it’s vital for the event, include it!

The Guest List:

  • Wedding Invitations: Make an “A” list and an “Alternates” list. This way if people RSVP no, you can send out additional invites.
  • Bridal Showers/Bachelorette Parties: Make sure to only include those who are also invited to the wedding- it’s a little tacky to invite people to the shower who don’t get to witness the big day.
  • Family Reunions: Who is invited really depends on what the make-up of your family is. Does everyone live pretty close (parents, siblings, cousins, aunt/uncles, grandparents)? Or is it just for more immediate family (parents, siblings, grandparents)? The larger the guest list, the more work and costly the event will potentially be. You also don’t want to exclude your 2nd cousin Jim if he lives in the area you are holding the event.
  • Kids Birthdays: A good rule is to limit the number of the child’s friends invited to the child’s age. Example, 3 years old = 3 friends at the party. This keeps the party from getting too overwhelming for your child, and allows you to manage the party while enjoying it, instead of chasing everyone’s children around.

Timeline for Sending Invites:

  • Birthdays (kids and adults): minimum of 3 to 4 weeks
  • Event where travel is involved: at least 6 months
  • Family reunions: 12 months +
  • Weddings: Save the dates can be sent out 6 months + ahead
  • Wedding invites: 6 to 8 weeks
  • Class Reunions: 12 months + (people need time to diet)
  • Housewarming: 2 to 3 weeks
  • Dinner/luncheon: 1 to 2 weeks
  • BBQ: 1-2 weeks

Online vs. Print:

The great debate. When should you use an online invite and when should you use printed ones? There may not be a clear and concise way to decide this, but here are some things to consider:

  • Formal or Informal: If your event is very formal, say a wedding, having a print invite may be a better option. It’s definitely more traditional and a beautiful keepsake for your special day.
  • RSVPs:  Online invites make it much easier to manage RSVPS. You can send requests for a response for those notorious people who take their sweet time to respond. Print invitations require you to create a log for who has responded and who has not.
  • All the extras: Online invites have a lot of extras to offer from easily sending reminders, to uploading photos of the event to share with all the guests, to sending thank you notes after the event. With print invites these things are all available too.

Wording for your Invitations:

Should the language be formal or informal? Consider your audience- if you are inviting grandma Kate she may not understand your ever so clever innuendo for cousin Trishâ’s bridal shower. If appropriate for your guests, use wording that reflects your personality as well as the theme of the event. A good measurement of how formal or informal you should be is how well you know all the guests. Find more invitation wording ideas.

Here’s a guideline of when to send out invitations based on event type:

  • Birthdays (kids and adults): minimum of 3 to 4 weeks
  • Event where travel is involved: at least 6 months
  • Family reunions: 12 months +
  • Weddings: Save the dates can be sent out 6 months + ahead
  • Wedding invites: 6 to 8 weeks
  • Class Reunions: 12 months + (people need time to diet)
  • Housewarming: 2 to 3 weeks
  • Dinner/luncheon: 1 to 2 weeks
  • BBQ: 1-2 weeks

Find out how to send reminders to help you encourage your guests to RSVP!

gs in life!

Nothing is more important than your personal occasions.  Especially one that leaves your guests full of admiration for your ease of style. You can say you did it yourself!
Whether you are going to host a wedding, anniversary, birthday, shower, bar/restaurant opening, or any other special event, allow [A] Corporate Event to take care of the hassle while you enjoy a stunning and tranquil atmosphere.
Our job is to make you look good while you’re busy having fun with your guest!
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