Why Managing RSVPs Is More Involved Than You Think
Vicky RahmicA behind the scenes look at guest list management for Perth weddings
RSVPs seem simple at first glance. A yes or a no. In reality there is far more happening behind the scenes than most couples realise. Every response affects catering numbers, floor plans, stationery production, transport planning, and the on the day flow of your celebration.
At Vicky Rahmic Weddings & Events in Perth, Western Australia we treat RSVP management as a core pillar of luxury wedding planning so every guest feels considered and every detail is accounted for.
The RSVP process
RSVP management starts long before the first response arrives. A clear system captures and tracks every detail from day one.
- Set up a custom wedding website with RSVP capability
- Create a live guest list database for names, households, categories and status
- Record dietary requirements, allergies and accessibility needs
- Track accommodation and transport requests
- Log children, their ages and plus one allowances to maintain capacity and budget
- Schedule follow ups for non responses before the deadline
Every line item matters. One missed response can change your seating layout, catering budget or your production schedule.
Why it matters
When managed well RSVPs streamline communication across your venue, caterer and stationery designer so timelines stay intact.
- Accurate final numbers delivered to catering on time
- Structured dietary reports for menu planning and service notes
- Precise seating layouts aligned to your floor plan
- On time print production for menus and place cards
- Smoother guest arrivals including accessible seating and transport
Behind the scenes work
Our team manages RSVPs with the same precision as an event timeline. Files are colour coded, reconciled weekly and shared with vendors at the right time.
- Reconcile the RSVP list against the invitation master list
- Flag discrepancies such as unexpected plus ones or missing households
- Confirm dietary notes directly with venue and caterer
- Issue a final guest attendance summary in wedding week
The goal is simple. No surprises, no awkward reshuffles, no missed meals. Only a seamless guest experience.
When guests do not reply
Every couple encounters this. Some guests forget. Others assume attendance is implied. We handle follow ups so you never need to chase.
- Two reminder rounds before the RSVP deadline
- Direct calls or texts if preferred by the couple
- Clear cut off times aligned to venue and catering policies
The end result
By wedding week you will know exactly who is attending, where they are seated and what they will be served. Your guest list becomes the blueprint for a beautifully run celebration.
Planning a Perth wedding
If you would like your RSVPs, guest logistics and on the day flow managed with care and precision our Perth team would love to assist.
Start your enquiry at vickyrahmic.com
FAQs
When should we set our RSVP deadline
Set your RSVP deadline six to eight weeks before the wedding to allow time for seating plans, print production and final numbers with catering.
How do we collect dietary requirements
Use your wedding website RSVP form to capture dietary notes and allergies. We compile a structured dietary report for your venue and caterer.
What happens with late RSVPs
Late RSVPs are recorded and confirmed only if the venue and caterer can accommodate the change within the agreed timeline.
Can you manage plus ones and children rules
Yes. We apply clear rules aligned with capacity and budget then reflect these in invitations and follow ups so expectations are set from the start.
