Are You Coming? – What to Do When Your Guests Don’t RSVP

RSVP | What to do when gutsts don't RSVP

Sadly it’s not unusual when seemingly well informed people don’t RSVP to your wedding when the invitation clearly requests it.

Having an accurate number of expected guests is critical at weddings and other large events. You need this for:

  • your caterer for meal planning and preparation
  • for your rental company for accurate quantities of chairs, linens, etc.
  • for your florist for quantities of centerpieces
  • your bartender for accurate numbers of alcohol and other beverages
  • making a seating chart

You may wonder why some people don’t feel the need to reply. In reality it’s probably more of an “I’ll take care of that later” than an “I don’t have to.” It’s so easy to get caught up in the everyday goings on, that filling in and sending back an RSVP gets forgotten.

Bride & Groom Q & A – When Guests RSVP More People Than Invited

Emily Post has said, “No one is obligated to accept an invitation or to explain their reasons for not accepting. However, when someone is kind enough to extend an invitation, one should be just as kind and reply to the invitation.”

Unfortunately not everyone gets it!

You’ve sent an RSVP card with the “reply by” date clearly on it, and have included a pre-addressed and stamped envelope. You’d think that it couldn’t be any easier, but lo and behold, you still haven’t heard from them by the time the return date that is on the card.

What do you do when your guests don’t RSVP??

Easy! You need to contact those people who have yet to reply and find out if they will be attending.

The simplest way is to make a phone call. All you have to say is, “Hi ______. We’re looking forward to seeing you at our wedding, but haven’t gotten your RSVP back yet. Will you be able to make it?” Also ask their desired menu selections if you are offering a choice of entree options.

Don’t say anything like, “You haven’t sent the RSVP card back,” because they may have, but it got lost in the mail. (Even if they haven’t mailed it back, you don’t want to put them on the defensive). There’s also an off chance that they never received your invitation in the first place. Again, it may have gotten lost in the mail, or the address you have for them is incorrect.

Anyway, stick to “We’re looking forward to celebrating with you. Will you be there?”

Make sure you get a definite yes or no, not a maybe. Your caterer needs definite numbers, not “maybes.”

If you feel that if you make the calls yourself that you will end up stuck in big conversations, enlist for help of others to make some phone calls for you. Family members, your bridesmaids, and your wedding planner can all call on your behalf.

If you are an invited guest, here are a few helpful hints for you to remember.

    • Reply as soon as possible. Don’t put the invitation in your “to do” pile unless you need to ask the availability of another person whose name may be on the invitation with yours.

Bride & Groom Q & A – When Guests RSVP More People Than Invited

Q. What do I do when guests RSVP and state on the reply card that the number of guests planning to attend is larger than the number we’ve invited?

A. If your name is on the envelope you’re invited; if your name isn’t on the envelope then you’re not. Simple as that.

Unfortunately too many people don’t get it. They don’t mean to be inconsiderate, but they just don’t stop and think what having unexpected people show up to your wedding can mean.

The more people you have means you will need more food and drink, more tables and linens, more favors, more everything. And that means spending more money! Also, there is the potential for space concerns. Your venue may not be able to comfortably hold more people.

So what’s a bride to do?

Call (or have your maid of honor, bridesmaid or other family member) the “offending” guest and politely explain that although you’d love to expand your guest list to include so and so at your wedding, your budget or the room, just won’t accommodate any more people than who you have already invited.

Some guests may be offended, often the parents of little ones. But they are the ones in the wrong, not you! You have every right to invite whom you want (and to not invite whomever you want). It’s your decision (as well as your fiance’s).

Be very careful if you decide to let the “offending” guest bring their extras, as other guests who have followed etiquette, and not added extra people may become offended themselves when they see someone else bring more people. They may think “why wasn’t my little Johnny invited when their little Suzie was?”

If many of your guests have children, but you aren’t planning on including their kids in the festivities, you may consider providing on-site childcare, and have them in a separate room than where the reception will be held.

Hearts, Joy, Love!
Jean

Follow my blog with Bloglovin

Do you have a question or wedding dilemma that you need help with? Contact me at jean@weddingsfromtheheart.net or at 937-235-2586.

Bride & Groom Q & A – When Someone Shows Up But they Responded “No”

Q. What do we do if someone RSVPs no, but they actually show up on the wedding day?

A. I have seen several answers to this question. Many experts have said to have someone at the door with a list of who will be attending (your “YES” RSVPs), and if someone’s name is not on the list they are to be politely turned away.

The way of thinking behind this is if they said they weren’t coming, then they should not be let in.

However . . .

Regardless of their response, the fact remains that YOU INVITED THEM. You asked them to be there, therefore, you want them to be there. This is the way I see it. You invited them. Their “No” RSVP didn’t uninvite them.

So, what to do with them once they’re there?

Easy.

In reality, there is a low percentage of people who will attend who said they couldn’t, AND a low percentage of those who RSVPed ‘Yes’ who don’t show up. This number usually cancels each other out. Meaning, you’ve still got the same number of people that you originally planned on.

Caterers typically make more food than needed, often about 5% more, but check with your caterer to be sure. This will alleviate the problem of “we don’t have enough food for another person or two.”

Also, I highly recommend planning on more seating than needed. Here’s an example using 150 people as your final head count. Your head table will seat 10 (you, your groom, and the 8 people in your bridal party), leaving 140 people. Most tables comfortably seat 8 people, so 140 divided by 8 is 17.5. Round this up and at the minimum you’ll need 18 tables. Add in at least 1 extra table, two if you have open seating! That way, if you get a few unplanned people showing up, or someone wants to change their seat, there won’t be any hassle.

So, back to the original question, what to do if someone shows up who you didn’t plan for? Let them in, but plan ahead for this situation. You’ll be the gracious host, your guests won’t be made to feel uncomfortable, and everyone will have a fabulous time.

Hearts, Joy, Love!
Jean

Follow my blog with Bloglovin

Do you have a wedding planning dilemma or question you need answered? Let me know at jean@weddingsfromtheheart.net or at 937-235-2586. I’d be happy to help.

photo credit: pinprick via photopin cc

Bride & Groom Q & A – What to Do When Guests Don’t RSVP

 

 

 

 

 

Q. I’ve sent out my invitations, and the date for my guests to RSVP by is almost here. But I haven’t got very many RSVP cards back yet! What do I do?

A. This is a common problem for just about every bride and groom. When you’re anxiously awaiting those reply cards, what could be worse than opening up a mailbox with nothing inside?

You need an accurate head count (for your caterer, and to make sure you’ve got enough tables and chairs, and centerpieces). The only way to handle this is starting the day AFTER your “RSVP by” date call the non-RSVPers and politely ask them if they’re going to be attending. A simple “Joe and I are looking forward to having you celebrate our wedding day with us. Will you be there?”

Make sure you get a yes or no, maybes aren’t allowed!

You can also have your groom, your maid of honor, your bridesmaids, a family member, or even your wedding planner help with making these calls. I have made several “Will you be there” calls on behalf of my brides and grooms.

Hearts, Joy, Love!
Jean

Follow my blog with Bloglovin

Need help with your wedding invitations and stationery? Contact me at jean@weddingsfromtheheart.net or at 937-235-2586.

photo credit: Ivy Dawned via photopin cc

Bride & Groom Q & A – What Does “M______________” Mean

 

 

 

 

Q. What is the “M” with a line for on the RSVP card?

A. The M on an RSVP card is where the guest will write his or her title (Mr., Mrs., Ms., Miss) and then their name(s) on the line.

These days, many couples are often omitting the “M” and putting the word “Name” instead.

Hearts, Joy, Love!
Jean

Follow my blog with Bloglovin

For help with your wedding invitations or other stationery, contact me at jean@weddingsfromtheheart.net or at 937-235-2586.

photo credit: Sarah Parrott via photopin cc

E is for Enclosures

Invitation Enclosures

Your guest opens up her mailbox, and sees a lovely envelope addressed to her.

Inside is her invitation to your wedding! What a lovely way to tell her how much you want her to share in the joy and celebrate you and your fiancé’s exchange of wedding vows.

But wait! There’s more! What are all the other things that’s in the envelope?

One of the two most common types of invitation enclosures is the Response card, also known as an RSVP card, (French for Respondez, s’il vous plait, or please respond). This card (with its pre-addressed and pre-stamped envelope), allows your guests to easily let you know if they will be coming.

Bride & groom Q & A – What Does ‘RSVP’ Mean?

wedding invitation enclosure rsvp

The other most common of invitation enclosures is the Reception card. It gives them information on the time and location of the reception. If the ceremony and reception will be held at the same location, the Reception card can be omitted as long as reception information is also included on the invitation itself. Something along the lines of “Reception immediately following ceremony” will usually suffice – and save you money.

wedding invitation enclosure reception card

Maps and directions are also popular enclosures. The easier you can make it for your guest to attend your wedding the better. Even if your guests live locally, a map with good directions is thoughtful and much appreciated.

wedding invitation enclosure map

wedding invitation enclosure directions

One other common enclosure is to share hotel information. If you have several out-of-town guests, an easy and inexpensive (doesn’t cost you a dime!) courtesy is to book a block of rooms at a nearby hotel. Include the name of the event (ex. Smith-Jones Wedding), the hotel’s reservation phone number and room rates (hotels will often give a discount) on coordinating cardstock. Whether your guests choose to stay at this location is up to them, but you’ve conveniently and thoughtfully put the information right at their fingertips.

wedding invitation enclosure accommodations

A less common enclosure is the Within the Ribbon card. This card, which is about the size of a business card, is not sent to every guest, but only to those particularly special friends and family members. This card is to be brought to the ceremony by your guest so the ushers know that they are special guests are seated up front. These cards are not necessary for grandparents or siblings, who are traditionally seated up front, or for parents as they the traditional place of honor of sitting in the first row. Within the Ribbon cards are usually used for very large and very formal weddings where many guests are expected and reserving enough room for seating special friends and family members is a must.

wedding invitation enclosure within the ribbon

The purpose of the invitation and its various enclosures is to provide all necessary information a guest will need to easily and comfortably attend your wedding and share in your celebration.

Hearts, Joy, Love!
Jean

Follow my blog with Bloglovin

Need invitation/enclosure tips or other help with your wedding? Weddings From The Heart can help. Contact me today at jean@weddingsfromtheheart.net or at 937-235-2586 or 937-581-3647!

RSVP/Menu Choice Tip

If you are giving your guests menu choices on your RSVP cards, be a little more specific than “beef” or “chicken.”

You don’t have to go into great detail (there isn’t enough room on the card for a big explanation anyway), but a “Prime Rib au jus” or “Chicken Parmesan” will offer more insight to what they are choosing (and what they get to look forward to!)

Hearts, Joy, Love!
Jean

Follow my blog with Bloglovin

For planning help and unique ideas for your wedding contact me at jean@weddingsfromtheheart.net or at 937-235-2586 or 937-581-3647!