RSVP
RSVP is an acronym for the French phrase “response s’il vous plait,” meaning “response if you please.” In the event planning industry, once a guest receives an invitation to an event they are requested to RSVP by a certain date by either email, phone or by mailing back a response card. You RSVP alerts the event coordinator to whether or not you will be attending the event. It is important to RSVP and is actually considered rude if you do not, because the RSVP number is what is used to implement the final planning in terms of:
- Seating Arrangements
- Food
- Gift bags
- Number of Tables and Chairs
- Security
The RSVP number basically tells the event planner who is coming and who is not. There is usually a RSVP by date which lets the invitee know when they need to confirm their attendance by. At some events, if you do not RSVP then it will be assumed that you are not coming and if you do decide to attend the event without RSVPing, you might not have a seat or might not be on the list. It is really rude not to RSVP because the production of an event is hectic enough without having to worry about who is going to show up to the event. It is helpful to know which guests are planning to attend when creating the seating arrangement so that you can avoid empty seats and confusion.
The RSVP number is a direct correlation to the final guarantee number which is given to the caterer. The caterer needs to know the final guarantee number by a certain date in order to begin preparing the food, so the event coordinator needs to have a final head count before the caterer’s deadline. This is especially important at a sit down dinner for a wedding when catering is based per person. Event coordinators can even send out reminder cards as the RSVP deadline approaches to probe their guests to respond. Basically, it saves money, time and effort when people RSVP.
There is a huge difference between 200 guests and 150. If you are making gift bags, that’s 50 extra bags you don’t have to buy items for and who knows how many hours saved. You can save extra tables or find out that you need more tables, if every single one of your invitees says that they will be in attendance. Sometimes, event planners can anticipate that not everyone will attend who is invited and will only plan for a certain amount of people. They might only order a certain amount of food and other items based on that assumption. The RSVP date should leave the event coordinator enough time to make any changes based on attendance with their vendors.
