RSVP for events: how to increase your response rate

The type of invitations you send — and when you send them — can make or break your event’s RSVP response rate. 

You could spend months planning the best event of the year, but if your invitations fail to resonate, you’ll struggle to fill the room. In other words, you need to create and send invitations in a way that generates buzz, entices people to RSVP, and guarantees they’ll show up.

Here’s how to get people to RSVP and make your headcount skyrocket.

Creative interactive invitations that get people to RSVP 

No matter how excited your guests are about your event, if it only takes them a second to read your invitation before tossing it on their desk, it’s easier for RSVPing to slip their minds. 

To minimize last-minute RSVPs, create an interactive invitation that’s memorable, engaging, and encourages guests to submit their RSVP.

Here are some of our favorite tricks for making invitations stand out: 

• Print the invitation details on a balloon that guests need to inflate in order to read.
• Transform the invite into a scratch-off card.
• Unveil the event details through a game or code.

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If you choose the last option, just make sure it’s easy to crack or that you include the answer key in the envelope as well! 

Send invites that double as keepsakes 

If your invitation doubles as a special treat or keepsake, your guests will be even happier to receive it. It will also make them more likely to RSVP in a timely manner.

If guests are already receiving something special before they step inside the venue, they’ll be intrigued to learn what happens next. In the same way, a displayable or usable invitation (as opposed to an invitation that has no other use and is easily forgotten among a pile of papers) will stay on their radar.

Not sure how to transform your invitation into something useful? Try: 

• Engraving the event information on a figurine or luxurious candle.
• Printing the info on an elegant tea towel or handkerchief.
• Send paper invitations for guests to fold, similar to origami or a pop-up card, into an object representing your event. 

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In the interest of sustainability, avoid disposable merchandise and look for objects that are desirable, reusable, recyclable, or made from recycled materials.

Turn your RSVP requests into an event preview 

Tap into your event’s theme from the very beginning by sending your guests an invitation or RSVP request that doubles as a sneak preview. Not only will it stoke their excitement, it will also make them feel more involved — and committed.

Here’s how you can turn your invitations into a preview of the event:

• If your event is casual or on the rustic side, include a treasure map or print your invitations on natural materials. 
• If the event is a concert, design the invitation in the style of a classic rock or jazz poster. 
• If it’s a corporate event, include a product giveaway. 

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Have some fun with it and give your guests a preview that serves as a playful reminder to RSVP.

Make your invitation count(down)! 

Save-the-date notices, invitations, and RSVP requests are opportunities to showcase how much time is left until your event, serving as a friendly gesture to help your guests get organized. It’s similar to the classic advertising technique of highlighting urgency to encourage action.

For example, your invitation could include: 

• An advent-style calendar with multiple inserts to be opened on specific days prior to the event.
• An accordion-style fold-out timeline displaying key dates leading up to the event.
• A QR code that, when scanned, takes guests to a personalized countdown page with event information.
• Interactive elements that change or reveal more information as the date approaches, such as a physical puzzle or game to which pieces are gradually added.

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When designing countdown elements, you might include specific milestone dates such as “Please RSVP by [date], which is three weeks before the gala” or “Only 30 days until we celebrate!” 

Ultimately, time markers are a gentle way to communicate urgency while giving practical planning information to your guests.

Don’t just request an RSVP — instead, tell a story 

Sometimes, invitations can feel a little impersonal. But if you use them as an opportunity to tell a story about your event, your guests will feel like they’re part of something special.

Here’s how you can use invitations to tell a story that delights your guests:

• Create an invitation in the style of a newspaper, magazine, or comic book, or tell the story through illustrations. 
• If you’re savvy at digital design or want to hire someone who is, include a QR code link to a simple video game or inspiring video on a landing page where guests can instantly RSVP.
• For corporate events, give the sponsor a human face by sharing their business story or a short profile of the founder. 
• For weddings, give the people what they want: the story of how the couple met, details of the proposal, or what the venue or theme means to them.

Follow up with a friendly RSVP reminder 

As your event’s RSVP deadline, send a gentle reminder to any stragglers on your guest list who have yet to respond. 

If your RSVP date is fast approaching and some of your VIPs still haven’t responded, let your client or stakeholders know. They may prefer to follow up with their esteemed guests by making a personal phone call.

Don’t overlook the value of digital invitations and RSVP reminders

 If you decide to go digital and send invitations via email, SMS, or WhatsApp, you can use a platform like zkipster to make it simple for guests to RSVP — even if they’re not tech savvy.

zkipster’s Communications suite provides a seamless method for tracking who has RSVP’d, as well as tracking real-time attendance during the event. Use it to create beautifully branded, completely custom online invitations, landing pages, and forms that will excite your guests. When guests RSVP, all they need to do is click a button. 

Use your RSVP process to gather insights

In addition, you can use zkipster to track who has opened, clicked, and responded to your invitations. If there are any delivery issues, you’ll be able to see and follow up with a targeted RSVP reminder to gather more responses.

You can also send RSVP form links via text SMS and WhatsApp for faster responses and higher engagement. Open rates for text messages are up to 4x higher than those sent by email.

Create buzz on social media

For more public events, you can improve RSVP response rates by generating social media buzz before you send invitations. For most public events, social media should be part of your overall marketing plan.

Social platforms are a perfect opportunity to mention guest speakers, entertainers, and interactive or other unique event elements your guests can look forward to. 

Another benefit of promoting your event on social media?

It’s a cost-effective way to market and get people to RSVP to your event.

Get people to RSVP by making it easy for them to respond 

Although it’s traditional to send paper invitations and RSVP cards for weddings, galas, and other ultra-formal events, online RSVPs can be a better way to ensure a high response rate. 

Going digital speeds up the RSVP process. It also encourages those who will attend to RSVP well before the due date.

Your goal should be to generate excitement about the big day while giving your guests enough time (and a simple way) to actually RSVP. The easier you make it for guests to RSVP, the sooner you can create seating charts and give a final headcount to your caterer. 

In other words, an efficient RSVP process ensures efficient event planning. 

When designing your RSVP process, merge creativity and convenience by using memorable, interactive elements next to simple response mechanisms. 

Because text messages have higher open rates than emails, they’re an excellent way to maximize responses. Personalization matters, too. Addressing guests by name and referencing why you specifically want them to attend can improve your RSVP rates. 

For even better results, time your invitations strategically by sending them mid-week (when people are less distracted) and following up two weeks before your RSVP deadline. Track which methods yield the highest response rates from your guest list and use that data to improve your invitation and RSVP system at your next event.