Tuesday, February 17, 2009

our planning :: 18 :: responses


Responses from the invitation are usually expected one month before the big day. Sometimes, they are required earlier, like for destination weddings, and sometimes later, for the inspirational, ultra-organized couple. But for the common folks who set their response date one month before the wedding, you've created enough time to organize the accepts and regrets. On a side note, you'll find a level of excitement upon each response card received in the mail! ;)



There are a few solutions to common challenges that I'd like to share in regards to the response card, also known as the RSVP card.


Challenges/Solutions:

  1. Challenge: You've received a blank response card. Solution: To avoid the dreaded "blank" response card, before you mail out your invitations, simply number the back of each response card, making sure they correspond to a numbered guest list. This way, when you've received a blank card, you can easily flip it over and see that #5 is the Doe Family on your guest list. Then, call the Doe Family to confirm a response.
  2. Challenge: You've indicated a specific # of reserved seats, and the guest crossed it out and put another #. Solution: If they've subtracted a seat, then it should work out to be a good thing! If they've added, simply call the guest and clarify the alteration. For the most part, it's up to your great communication skills to resolve the matter if you cannot add another seat. But keep an open mind, you actually might be able to accommodate that extra guest and avoid a dilemma.
  3. Challenge: You haven't received some response cards back by the due date. Solution: Wait about 3–4 days after the due date. If you still haven't gotten all your responses, you can make a courtesy call or e-mail to the unresponsive guest(s). It is def ok to e-mail guests to find out if they're going to make it. To ease the task, bride and groom, you can each tackle your own guest lists.
  4. Challenge: You didn't include an option for meal choices on the response card but are serving three different meals at the reception. Solution: Oops, invitation blunder. It's going to be tedious, but you'll have to call all guests to find out their meal choices. Banquet vendors need a specific # for each entrée because they place orders for food in advance. Unless you're having a buffet dinner, you should be aware of each entrée count; pricing does vary and you want to ensure you're paying for the correct # of meals.
  5. Challenge: You have an indecisive guest. Solution: If he can't find a date, or keeps changing his meal choice or even the fact that he will even attend, give the guest a date to give a final answer to the unresolved Q. If he can't make up his mind to bringing a date, do not include the guest seat in your headcount to the banquet mgr, but leave space on the table in the event he arrives with a guest. It's easier to add a place setting than it is to try and get your $70 back for the unattended guest. This pertains to any guests who are unsure if they can attend, even if they've replied "yes" -- avoid paying for "maybes."
Photo of the escort card panels

Main gallery entrance where guests could sign the guest book & preview our engagement photos

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