Invitations share the opportunity for everyone to enjoy an event. Whether its a birthday, wedding, or a special event, its always nice to share the fun with others. However, this brings in the reason why we ask for reservations. Plans involve locations, time, and space. All of these factors constantly rely on the simple but crucial calculation of how many will show up. For this reason, the request RSVP (known as rpondez, sil vous plait, which translated from French means answer the invitation, please) has become a common addition to invitations everywhere.
While it can be frustrating to plan without a solid number of attendees, we are almost always left trying to make up the difference at an event. Sometimes too many people show up, while other times, some dont show up at all. For someone planning how much to prepare, or even cook for, this can be a difficult issue to compensate for.
Follow-up
Sending out invitations that request an RSVP is your first step in the process. The initial step takes time, especially when snail-mailed. Because you dont want to seem intrusive, allow ample time for any invitations to reach your audience before you begin contacting them. After a few days, dont rely on the mail service. Follow up by sending out emails and phone calls, which can easily and effectively show your desire for them to join the event. Simply ask if they received the invitation and if they will be attending. Be sure to ask if they have received the invitation, because their failure to respond may result from issues such as incorrect addresses.
Of course, you may get the answer: I dont know right now, could I get back to you on Wednesday? In cases like this, dont wait until Thursday to contact them, since it would be contrary to what theyve already confirmed. Get in touch with them on Wednesday, even if only to remind them of your event.
Plan for a little extra
Always assume more will be show up than originally planned. While it can be cumbersome to deal with a few leftovers and some empty seats, it is even worse not to be able to provide the necessities for unplanned attendees. Keep in mind that some of the people you invite may find themselves inclined to make a few invitations of their own. It may seem rude to you, but as the host, you must always be ready to create an environment for the best event possible in order to ensure an enjoyable party for everyone.
When discussing with your caterer, the number of attendees will always be a deciding factor on how much to prepare. Since food will be limited once its prepared, its imperative that you prepare for more (especially since you may underestimate how tasty some of the food may be). The best calculation you can attribute to your plans is to compensate for at least twenty percent of those attending.
Preparing for an event depends on the information your attendees provide for you. Numbers play a big part in planning, but you cant always rely on outside sources to provide you with the information. With a little footwork and forward planning, you can plan for the perfect event that will ensure everyone is appeased at the end.
