How NYC Event Planners Send Invitations That Actually Get RSVPs
As an event planner in Brooklyn NYC we send invitations to most individuals. The automatic reminder system for nonresponding guests will increase the number of people who confirm their attendance at the event.
bestvenues 
Low RSVP rates almost never happen due to disinterest. Low responses happen due to invites making it seem like an inconvenience to RSVP. Get the invite process right, and the responses will follow. Below are exact strategies that get it done.
-
Send Invites Early With a Deadline
Time plays a bigger role in determining RSVPs than one might think. Large parties such as galas, corporate dinners, and weddings should send invitations eight weeks in advance. Small parties have a timeframe of three to four weeks for invites.
It is imperative to put a deadline for the RSVP process in place. Deadlines should be clearly stated using phrases like "RSVP by *Date*". Using general language such as "respond soon" creates confusion and fails to create urgency.
-
Make RSVP Confirmation Effortless
Your confirmation process will lose more guests when you take additional steps between your invitation and your guest confirmation. For example, calling your guest frequently for confirmation. Your invitations need to include RSVP options from either RSVPify or Paperless Post, which allow recipients to confirm their attendance through a single click without needing to create accounts or complete extensive data entry.
Keep the form very simple. All it needs is a name, confirmation of attendance, and maybe an additional couple of questions, depending on your needs.
-
Add "Add to Calendar" Button
An RSVP becomes meaningless when guests fail to attend because they forgot the event date. The digital invitation needs an event calendar integration feature, which will allow users to add the event to their personal calendars.
-
Do Not Hesitate to Send Out Reminders
As an event planner in Brooklyn NYC we send invitations to most individuals. The automatic reminder system for nonresponding guests will increase the number of people who confirm their attendance at the event. The system will send a reminder for all events to users one week before their scheduled start time and one day before they begin.
-
Pick the Right Communication Method for the Right Occasion
Use email when sending invitations for formal corporate events and galas. Using SMS or WhatsApp is preferred in cases where informal events are concerned. Matching communication shows that organizers have put in their best effort in the planning process.
-
Gather Important Information through Your RSVP Form
Take advantage of the opportunity created by the RSVP forms by collecting important information regarding dietary needs, preferences, or any other information that may be necessary. This can be shared with the venue rental in NYC for personalized results.
How Best Venues New York Can Help With Every Step of the Process
At Best Venues New York, we offer event planning services from venue selection all the way up to the client’s experience, which includes assisting our clients in making an invitation strategy for a good turnout.
All our venue options in NYC will be accompanied by complete planning. Our team finds the perfect venue for your number of guests and event type without any extra cost.
As your NYC event planner, we provide planning assistance, coordinate vendors, and help plan your time schedule for everything.
Our service area includes Brooklyn and all its surrounding outer boroughs. We operate our event planning services in Brooklyn, NYC, which enables us to work with all the local venues and vendors throughout both boroughs.
