Guest RSVPs

An RSVP reservation records which guest is coming, how many people are in the party and when the reservation was made. Each reservation belongs to one event and carries a line number, so a guest attending both the ceremony and the reception has a reservation on each event. On the day, the reservation records the time the party was admitted at the venue.

Reservations are taken only while the event is Open and capacity remains. For a paid event, such as a guest-paid excursion on a destination weekend, the payment capture must be verified before the place is held, and the provider receipt is stored on the reservation.

• Capacity counted by party size. Each reservation counts its party size against the event’s capacity, so a family of four uses four places.
• One admission per reservation. A reservation is admitted once. Scanning or ticking the same guest again does not count them twice.
• Every attempt recorded. Each reservation or admission attempt leaves an operation receipt, so a failed or repeated attempt can be explained.

Agree the guest reference you use: a guest list number, an invitation code or the RSVP site’s identifier. Decide how plus-ones are recorded and whether children count against capacity. Agree who admits guests at the door and how late arrivals are handled. If guests RSVP through a website, decide how those responses reach the reservation list.

The reception at the vineyard has a capacity of 130. The couple’s RSVP site sends in responses, and the Guest Services Coordinator records each one with the guest reference and party size. When reservations reach 128, a family of four replies late. The coordinator cannot hold four places, raises it with the Lead Planner, and the couple decides with the venue whether to add a table.

On the evening, the coordinator works from Guests Not Yet Admitted at the barn door. Each party is admitted once, with the time recorded. By 6:40 pm, 121 guests have arrived. The Operations Overview page shows the arrivals by hour and the remaining reservations for the catering lead.

• Guests Not Yet Admitted — Reservations still expected at the door, with party size and guest reference.
• Admitted Guests — Parties admitted, with their reservation and admission times.

• RSVP to admission: From an open event to reserved and admitted guests.
• Event plan to close: See how admitted guests feed the event close.

Plan the RSVP connection before importing guest lists.