The Guest RSVP Checklist: What to Ask, What to Track
Your RSVP form isn’t just about who’s coming; it’s the key to organising catering, transport, accommodation, and your overall guest experience. Most couples collect too little information, then scramble later for the details they actually need. Here’s what to ask, what to track, and how to make it work smoothly.
What to Ask on Your RSVP
The essentials
These are the non-negotiables. Make sure every guest answers these before they can submit:
Will you attend? (Yes / No)
Who’s coming? Ask for full names of both partners or family members.
Dietary restrictions or allergies. Be clear whether you’re asking for preferences or strict requirements.
Email address or phone number. You’ll need this for updates or last-minute changes.
RSVP deadline. Set it at least two weeks before your venue or caterer’s deadline so you have time to chase late replies.
The helpful extras
If you’re hosting a weekend or destination wedding, this extra info saves hours of admin later.
Which events they’ll attend. Welcome dinner, ceremony, day-two brunch, etc.
Accommodation details. Are they staying in your hotel block or booking elsewhere?
Transport needs. Will they need shuttle seats or parking info?
Arrival and departure dates. Especially useful for destination logistics.
The fun stuff
Adding one or two light-hearted questions keeps things personal and gives you usable insights for your music or menu.
Song request for the dance floor (optional, but always popular).
Drink preference or signature cocktail vote.
Message for the couple. A great way to gather guest-book quotes.
What to Track
Once the RSVPs start coming in, tracking them properly is what keeps everything under control.
Here’s what to record in your spreadsheet or guest management tool:
Guest names and total party size
Attendance status for each event
Meal selections and dietary restrictions
Accommodation choice (on-site, nearby, private rental)
Transport needs (yes/no, pickup location if relevant)
Contact details for updates
Date the RSVP was submitted
Why It Matters
Your guest list drives almost every supplier decision: catering, bar stock, shuttle size, even seating layouts. Having complete, accurate RSVP data means:
Fewer last-minute guest issues
A smoother flow for your planner or coordinator
Better communication with guests
No panic over missing meal counts or names on the seating plan
Think of it as the first real test of how well-organised your wedding plans are. Do it right, and everything else runs easier.
How to Make It Easier
If you’re collecting RSVPs manually, you’re working too hard.
Use an online form linked to your wedding website or a Google Form that auto-updates your spreadsheet.
Set your deadline early and send one polite reminder halfway to it.
Colour-code responses: green for yes, red for no, yellow for pending.
Check for duplicates or missing plus-one names early, before you hand numbers to suppliers.
💬 Related post: Don’t Invite Them: Who Not to Put on Your Guest List