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My first blog post in the “Sarah’s Suggestions for… series” covered starting points for Party Planning and alluded to the importance of providing an easy and efficient way for guests to RSVP. This is such a vital aspect of event planning, I wanted to expound upon the etiquette behind the RSVP request.

*This will be split into two parts, so be sure you catch the second half when that’s published on Monday, Oct. 10th. We’ll start with basics in this post.

Here are some of my suggestions for FAQ, as well as some maybe Not-So-FAQ you’ve wondered to yourself, regarding invitations and corresponding RSVP requests…

• How should I send the invitation? Snail mail with a physical RSVP insert card? Electronically? RSVP link? Carrier pigeon??

How you send the invitations and the RSVP request ultimately is determined by the desired level of formality of the event. For most weddings, RSVP insert cards are included with the mailed invitations for guests to mail back. Those cards have a pre-stamped envelope for the invitee’s convenience. For a more casual event, like a child’s birthday party, often an invitation is sent by email so that the invited party may reply directly there. Even if an invitation is mailed out for the event, the RSVP method still may be handled electronically – by email. Or the RSVP option could be by phone (text or calling).

My personal preference: use the free site – rsvpify.com. It allows you to create a personalized URL for your event and design what you want it to look like in order to match your event scheme and invitation while including any additional specifications you’ll need from your guests (like number attending and entrée selections or food allergies). Then you can put that customized link on your mailed paper invitation or embed the RSVP form into your event website/electronic invitation.

From that point, your guests are prompted to visit the link in order to RSVP thereby saving you from getting bombarded with texts messages and direct emails.

All replies are kept in one place, and the best part: it keeps track of all the details for you!

• Facebook Event Pages: Are these beneficial to create in addition to or instead of an alternative RSVP method?

Facebook events have become increasingly popular. Again this can come down to the formality of the event and ultimately, your audience/guests. Creating an Event Page is a great way to share info with a large number of people or be set as “Secret” and shared only with a private group or exclusive individuals. Depending on your guests’ level of activity online, particularly on Facebook, it can be a convenient outlet for them to reply about their attendance, to see who else is invited and will be attending and to receive updates about event details along the way with an entire “Wall” dedicated to having discussion and building hype among the guests. Besides that, Facebook sends invitees that advantageous “Reminder Notification” when the event date approaches.

I still encourage everyone to send paper invitations at any chance I get, though. Receiving a request for one’s presence in the mail, which is what an invite to join another person at a time and place truly is, generates a feeling of personal connection and appreciation for the guest. Everyone would prefer that to the feeling of simply being a number in a Facebook Event Group.

• How far in advance do I need to send invitations, and what kind of timeline should I have in mind for the RSVP requests?

The timeline for sending invites and expecting RSVPs varies based on the event. Guests should receive a wedding invitation generally six-eight weeks out from the big day; a destination wedding needs 10-12 weeks, giving guests plenty of time to make reservations and accommodations. Typically for a birthday party, baby shower or similar social affair, a month in advance is best to give guests enough time to plan.

You also can put a date with the RSVP request to let folks know you’d like an answer one way or another by that time. If you include that, leave two-four weeks between your RSVP date and the actual date of a wedding and about one-two weeks between the RSVP date and day of any other smaller scale event. You’ll need that margin of time to make final plans and confirm total numbers. It’s always best to check with your vendors as well to ensure they don’t need more advance warning.

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In my previous blog post as part of the “Sarah’s Suggestions for…” series regarding event budgeting, I mentioned that I believe event design is magical. It’s about creating a brand new scene, transforming a designated space into an entirely different environment and transporting guests to an alternate time and place altogether. If that’s not a magical process, I don’t know what is! And with that being said, the most recent event I coordinated and decorated was definitely a magical experience. It was a Harry Potter-themed adult birthday party with a stone-like background resembling The Hogwarts School of Witchcraft and Wizardry and flags of the different houses’ suspended along the walls. Several iconic references were seen throughout the setup such as Sorting Hat prominently displayed, as well as items Harry takes with him when he goes to Hogwarts each year – his wand, various books including a book of spells and other supplies.  The guest of honor’s favorite house described in the novel series is Gryffindor, so it was my goal for this birthday party to turn her house, or at least areas of it, into a representation of Gryffindor. The main dining area was crafted to replicate the Great Hall and a giant Gryffindor flag hung as the backdrop with floating candles to add an exceptionally enchanted atmosphere. The 10+ guests were served their food and drinks with metal-like plates and chalices, and everyone had a place setting card themed around Gryffindor. The table itself had quite a spread consisting of several potions with witty labels I had too much fun designing, Butterbeer, Chocolate Frogs, Pumpkin Juice, Quidditch Player’s Pie, Golden Snitch Cakeballs and other foods related to the book and movie series.  Additionally, I provided a potions game for the guests, during which “Snape” taught his potions class! If all the symbolism, refreshments and décor didn’t have the attendees charmed enough, it was the soundtrack from the Harry Potter movies I had playing in the background that kept them truly captivated and swept away on a mystic journey. Creating this scene was not achieved by waving a wand and using a simple incantation, but I like to think I have my own magical touch that brings event themes to life and I wouldn’t have it any other way! Check out some of the details below!

Cheers!

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So you reach that moment when you realize you need a professional who can strategize with you about how to bring your extravagant dream for the next party to life… First step: establishing expectations and determining what’s financially doable.

So often people come to me with grandiose ideas that they want me to carry out, which is totally fine with me; it’s kind of what I live for! However, along with those grandiose ideas, people should also have the understanding that the more elaborate an event, the more expensive it will be. That’s why I wanted to offer some suggestions and my insight about this crucial stage in event planning – the budgeting process. If you’re determined to stay on a smaller scaled budget and have a certain price point in mind, recognize that some aspects of an ostentatious vision likely will have to be forfeited. Before you get discouraged, know the key is prioritizing appropriately and getting professional advice on what to eliminate so that quality is not. A savvy event stylist will know how to cut costs without cutting corners and/or offer creative alternatives. It’s not necessarily about having an enormous budget; it’s about having the RIGHT elements within a budget, which takes an eye for design to determine. Many event planners have a set price point package, based on an event. For example, a birthday party package may cost a specific amount vs. a baby shower. I personally don’t like that approach because my belief is that the client should feel like his/her vision became a reality, not like his/her personal celebration could (or even should) fit a “cookie cutter’” event package like any other.

In my opinion, event design is magical.

And it’s just not plausible to design an idiosyncratic event experience when you’re trying to fit into a pre-determined package with rigid limitations on décor already set. So here are my most basic but most important suggestions…

*Bonus Tip particularly when planning a business event: budget to avoid incurring a loss. In other words, have a plan that at least will ensure you break even. With that in mind, realize overly optimistic predictions regarding guests and outcomes often lead to financial loss for an event.*

Ultimately, trying to do it all on your own without a professional can mean the difference between a wonky event and a swanky one. It’s critical to have the vision as well as the expertise to see the design as a whole with so many tiny pieces that must fit together and also fit in a budget. Once the event budget has been developed, the hostess/coordinator can exercise control over the event expenditures and make sound financial decisions about specifics.

That’s why having clear and honest expectations between the client and event planner is imperative.

Those are my suggestions. Additional thoughts? Specific questions? Please share in the comments below.