RSVP Checklist
Craft Workshop RSVP Checklist
Plan craft workshops with confidence. Checklist covers kit prep per person, table space limits, material lead times, and RSVP tracking for knitting circles, macramé, candle making, jewellery making, and sewing classes.
Running a craft workshop? You know the stress: ordering too many kit components and wasting materials, or ordering too few and turning people away. This 30-point checklist solves that by tying your RSVP count directly to kit prep, table space planning, and material procurement. Use it for knitting circles, macramé workshops, candle making, jewellery making, wreath making, sewing classes — any craft event where per-person prep matters.
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Frequently asked questions
How do I calculate materials per person for my specific craft?
Make your craft once and write down every single material used. For knitting, that's yarn weight and length. For candle pouring, that's wax weight, fragrance, dye, and container size. For jewellery, it's each finding, wire, and stone. Then add 10% waste for mistakes. This becomes your 'kit per person'. Multiply by your RSVP capacity to get total orders.
How far in advance should I order materials for a craft workshop?
Order bulk materials (especially specialty yarns, dyes, containers, or bulk beads) 6-8 weeks before your event. Standard materials like glue, needles, or common thread can be ordered 3-4 weeks out. Set your RSVP deadline 10 days before the event so you have time to order final materials without rush fees.
How much table space do I need per craft attendee?
It depends on the craft. Knitting circles need 2-3 square feet per person. Macramé and wreath-making need 3-4 square feet. Jewellery work needs 4-5 square feet (tools, findings, work space). Candle pouring needs 5-6 square feet (heat source, pouring area, cooling space). Sewing needs 6-8 square feet (fabric, thread, sewing machine). Multiply your max attendee count by this and confirm your venue has that much usable table space before booking.
What's the best way to reduce no-shows at craft workshops?
Three things: (1) Set a capacity limit tied to your actual table space — people take limited spots seriously. (2) Send a 48-hour reminder with specific details: 'Saturday 2pm, Riverside Studio, Room 3, bring a notebook if you want to.' (3) Request confirmation 48 hours before: 'See you Saturday?' Confirmations cut no-shows by 25%. Who's In automates reminders and confirmations.
How many RSVPs should I expect to show up to my craft workshop?
For established craft circles, expect 75-85% RSVP-to-attendance conversion. For new workshops, expect 60-70%. If you're getting 40% or lower, your RSVP deadline is too long (extend to only 7 days before) or your reminders are weak (add a 48-hour confirmation message). First-time attendees are less likely to show than repeat attendees — prioritize them when crafting confirmations.
Should I charge for craft materials or ask attendees to bring their own?
This depends on your craft community. Knitting circles often ask attendees to bring yarn (easier, cheaper, personal choice). Candle-making and jewellery usually include materials in a workshop fee (people expect finished products). Sewing varies — some circles provide fabric, others don't. Be explicit in your RSVP description: 'Materials included', 'Bring your own yarn', or 'We provide materials, you bring tools'. Unclear expectations cause cancellations.
Ready to collect RSVPs for your crafting events?
Who's In is free, takes 2 minutes to set up, and requires no app download for attendees.
