How to remind guests to book their room

[itsjuliez]

Originally Posted by ChocoTaco7568 

 

I just wanted to chime in and share my experience...

 

No Save the Dates

Invites sent 9 months out

RSVP 12 weeks out

Booking reminder sent 10 weeks out

Group Rate Expired 8 weeks out

 

Of the 24 invitations sent (42 Guests), I received a total of 3 RSVPs; 2 declines and 1 acceptance. I hoenstly didn't know who was attending my wedding until our group rate expired. Of the 22 guests that committed to our DW, 14 of them booked within 48 hours of our group rate expiring and another booked her trip independently (airfare and accomodations) within 48 hours of departing for our wedding.

 

While logic would dictate that those who care and have intentions of coming will RSVP and book far in advance.  The truth of the matter is, those who care will book by the deadline.  We put a lot of effort in planning our weddings but remember, it's our wedding and one of the greatest milestones in our life, not our guests.  Every detail will be a priority from the moment we're engaged until our wedding day.  As far as our guests are concerned, our wedding doesn't become their priority until they board the plane.

 

 

 

You make a good point! Thanks for your insight!

[un4gitabl]

We sent out Save the Dates in February, we are desperately trying to get our invitations out by July 1 and then we will request RSVPs in September (2 months before our November wedding).  I have been warned by friends who previously had destination weddings that many people don't RSVP and that I will probably have to follow up, but I'm hoping they will surprise me.  :-)

[jello]

Just wanted to add my experience.  We just had our wedding last Saturday.  We sent out save the dates last April (over a year in advance) and then sent out formal invitations in February (4 months in advance).  Our RSVP deadline was April, and I think on the day of our deadline we had something like 20 official RSVPs from ~ 100 invitations sent, though many more people had verbally told us yes or no.  Only 7 people booked anything until a month before our wedding, and the WEEK BEFORE, I was still hearing "oh surprise!  we're not able to make it after all" as well as "hey guess what!  I can make it after all".  

 

In the end we had 58 guests attend our wedding, but the exact number was fluctuating until the very last minute.  I really wish people were more organized, but what can you do?

[itsjuliez]

Jello - Congrats on your wedding!

But how did you plan with the WC how many people for the reception etc if you didnt have an exact number? How did she quote you then?
 

[Jessica4LUXE]

Hi Itsjuliez,

 

Any wedding coordinator can work with you on an approximate guest count to give you and idea on pricing. Once you have your final numbers, then you can inform them as to how many people will actually attend your wedding and adjust from there. In our experience, you can expect a 30-40% guest attendance (based on your number of invites) on average. This number can fluctuate based on how far in advance you give your guests notice!

 

Don't let a final guest count stop you from beginning the planning

 

Happy Planning!

[itsjuliez]

Thanks Jessica - that's good to know!

[jello]

Originally Posted by itsjuliez 

 

Jello - Congrats on your wedding!

But how did you plan with the WC how many people for the reception etc if you didnt have an exact number? How did she quote you then?

 

 

We gave our venue the final, FINAL guest count and paid the balance for food and beverage in cash the day before the wedding.  

[zeman321]

Originally Posted by shelleyanderic 

 

Thank you for that tip! I will check it out!

 

We are looking at invitation ideas, we like the passport book invitations- it really is such a great and cute idea for a destination wedding! If anyone has anyone particular sites that they suggest we are all ears!

 

We have our wedding website up as well for our guests, which tells everyone everything that they need to know for travel tips and passport info and where we will be holding the ceremony, times and dates. So it is pretty much spelled out for everyone, although it seems as though we still get the lagging, "where do we go for the info again" type of questions lol, but glad the wedding website is somewhat helpful. People just forget to go on it even though the wedding website address was on our STD's and sent to people's emails.

 

Any other advice on invitations or what everyone is planning on doing is so helpful and a great way to get ideas and have fun with all the planning!

We are just getting ready to send out STD's and you all are really making me nervous! LOL!

[pongyang2001]

yeah i don't get how people procrastinate on sending their rsvps especially if they were well informed a year in advance.

[AnaSteele58]

yeah i don't get how people procrastinate on sending their rsvps especially if they were well informed a year in advance.

I'm going to a DW in a few months. Yesterday the bride told me that only 6 of the 40 people invited booked. Yikes! The deadline is in two weeks. Keep in mind we received STD over a year ago. I called a few of our friends to see what the hold up was. Listed below are their reasons 4 couples gave me: (1) RSVP'd but can't attend. Haven't told the couple yet (2) (2) Hate talking to people on the phone so dreading the call to the TA (1) (3) Never intended on going. Haven't told the couple (1) I'll be keeping these excuses in mind while waiting on people to book. Personally, I'd rather you tell me you aren't coming so that I can move on.