RSVP App Event Planning Checklist: The Organiser's Guide

Lock in your event date and time

Choose a date that works for your community type. Check your Who's In event history to avoid clashing with your own past events — repeat attendees need variety.

Confirm venue capacity and book the space

Get a firm number on max capacity. This becomes your hard limit in Who's In — set it as your event capacity so you can manage a waitlist and never overcommit.

Create your RSVP event on Who's In in under 2 minutes

Go to whos-in.app/create. Add event title, description, location, date/time, capacity limit, and a clear event image. This is your single source of truth — everything flows from here, not from WhatsApp.

Set specific attendee requirements upfront

In your Who's In event description, be explicit: experience level, what to bring, dress code, dietary restrictions you need reported, parking info. This pre-filters questions and gets you the data you need.

Set your RSVP deadline at least 72 hours before

Pick a specific time and date in Who's In (e.g., 'RSVPs close Thursday 5pm'). This gives you time to confirm final numbers with the venue, order catering per headcount, and send your final reminder.

Share your Who's In event link in all your channels

Copy the event link from Who's In and post it in your WhatsApp groups, email newsletter, Instagram, community boards, and Telegram channels. One link, one real-time view — no more 'Did everyone see the message?'

Pin the Who's In link to stay visible

Pin it in your WhatsApp group so it sits above daily chatter. If people ask 'when is the event?', direct them to the pinned link instead of repeating yourself. Let Who's In be your system of record.

Check your current RSVP count in Who's In

Log in and see real-time numbers. If you're tracking slower than expected, do a targeted push to your most engaged members. Who's In shows you exactly who's coming.

Order materials and catering based on actual RSVPs

Don't guess. Pull your RSVP list from Who's In, note any dietary restrictions people submitted, and order accordingly. Add 10% buffer only for true walk-ins.

Brief any co-organisers or volunteers via Who's In

Add them as event organisers in Who's In so they can see the live RSVP count and attendee list. No more forwarding spreadsheets — they see everything in real-time.

Send your first reminder via Who's In

Who's In lets you message all RSVPs at once. Send date, time, location, parking, what to bring, and any last-minute updates. One message reaches everyone — no forgetting people in group chats.

Export your attendee list from Who's In

Download your guest list (names, emails, phone, any custom questions you asked). Use this for check-in prep, name badges, catering headcount, or sending post-event follow-ups.

Review attendee responses to custom questions

If you asked about dietary needs, experience level, or what they want to learn, check all responses in Who's In now. This tells you if you need to adjust your plan or brief your facilitators differently.

Confirm your waitlist strategy in Who's In

Who's In shows you everyone on the waitlist. Decide now: will you accept walk-ins if someone cancels? Will you reach out to waitlist people 24 hours before if spots open?

Prepare your check-in process

Print your exported guest list from Who's In with checkboxes, or plan to check people in via the Who's In app on the day. Decide who will manage the door and brief them.

Send your final 48-hour reminder via Who's In

This is your highest-impact touchpoint. Send a second message to all RSVPs with final logistics, a map link, parking details, and what to bring. Who's In messaging gets seen — texts to group chats do not.

Check for last-minute cancellations in Who's In

Review your RSVP list for any status changes. If spots have opened, message your waitlist immediately via Who's In to fill them.

Confirm final headcount with your venue

Pull your current RSVP count from Who's In (include any recent cancellations or adds) and call the venue with your final number. This is your real, current number — not a guess.

Review no-shows from past events

Look at your Who's In event history: what was your RSVP-to-attendance rate last time? If it was 70%, assume it again. Plan your logistics accordingly.

Print or prepare your digital check-in

If printing, use the guest list exported from Who's In. If using Who's In's mobile check-in, test it now and make sure the organiser handling check-in knows how to use it.

Arrive 45 minutes early with your setup checklist

Bring your printed guest list from Who's In, a pen for check-ins, and your event details. Set up tables, signage, and your check-in station before anyone arrives.

Check people in via Who's In or your printed list

As attendees arrive, check them off on either your printed list or in the Who's In app. This gives you real-time attendance data — you'll know exactly who showed up.

Note no-shows and walk-ins as they happen

Mark who didn't show in Who's In and note any unexpected walk-ins. At the end of the event, you'll have perfect data on your RSVP-to-attendance conversion.

Take photos throughout the event

Assign this to a co-organiser. Capture candid moments, group shots, and activity highlights. You'll use these for social media and to promote your next event to no-shows.

Collect feedback via a quick QR form or show of hands

Ask 3 questions: 'Would you come again?', 'What was the best part?', 'What should we do next time?'. This tells you whether people want more events like this one.

Review your final attendance data in Who's In

See your final RSVP count vs. actual attendees. Calculate your no-show rate. This number tells you whether your event description, reminder strategy, or community fit is working.

Send a thank-you message to attendees via Who's In

Use Who's In to message everyone who came. Thank them, share a highlight photo, mention your next event, and ask them to bring a friend. One message reaches everyone who actually attended.

Send a personal 'we missed you' message to no-shows

Who's In makes it easy to see who RSVP'd but didn't attend. Message them separately: 'We missed you! What happened?' and invite them to your next event. Many will come next time.

Export your final guest list and attendance record

Pull your final guest list from Who's In with attendance marked. Save this as your permanent record. You now have a database of who's engaged and who's not.

Post photos on social media with attendee names

Tag attendees from your Who's In guest list in social photos. This increases engagement, shows community members themselves, and encourages their friends to come next time.

Create your next event on Who's In immediately

Strike while momentum is high. Go to whos-in.app/create, set your next date, and share the link in your community channels. Use your attendance data from this event to set realistic expectations for the next one.