RSVP Tracking: Knowing Your Head Count Before the Night
The biggest waste in an event budget is the gap between the number invited and the number who attend. Anyone who guesses overpays. Anyone who knows the number saves money and sleeps better.
Why a phone number on the card fails
Printing call this number to confirm looks sufficient, but very few guests actually call. The reason is simple: a call takes effort, a tap does not. One button multiplies your reply rate.
When to send and when to remind
- The main invitation two weeks ahead.
- A reminder after three days to anyone who has not opened it.
- A reminder at five days to anyone who opened it and did not reply.
- A final reminder to everyone the day before, with the map link.
This sequence lifts the reply rate without annoying anyone, because each message goes only to the people who need it.
The realistic number
Not everyone who confirms arrives, and some who never replied will turn up. The practical approach is to treat confirmations as your base and add a modest margin rather than a generous one. Even so, a confirmed count is far more accurate than guessing from the number invited.
In Pro Gallery invitations you see the status of every invitation: delivered, opened, accepted or declined, with the number of companions. From the same screen you send the reminder only to those who have not replied.
What to do with the number
An accurate count changes three decisions: catering quantity, table count, and the number of favours. Those three are the largest budget lines after the venue.
Know your number today
Send an invitation with an accept or decline button and watch the replies arrive in real time. Start with Pro Gallery here.