Wedding RSVP Checklist: From Invitations to Headcount

Lock in your wedding date and confirm all connected events

Set the main wedding date plus any pre-wedding events: rehearsal dinner, engagement party, bridal shower, hen/stag do. Cross-check guest availability for key events.

Book your venue and confirm guest capacity

Lock the ceremony venue, reception space, and any secondary venues (rehearsal dinner, bridal shower). Note maximum headcount for each. This determines your catering order size.

Choose and confirm your caterer

Select your caterer and agree on a final headcount deadline (typically 10-14 days before the wedding). Ask about their dietary requirement process upfront.

Create your preliminary guest list with plus-one rules

Decide who gets a plus-one and who doesn't. Note this clearly on invitations. Create a master spreadsheet with guest names, relationship, plus-one eligibility, and dietary notes (for later).

Set up your wedding RSVP system on Who's In

Create separate RSVP events for: ceremony + reception, rehearsal dinner, bridal shower, and any other pre-wedding events. Add capacity limits and enable plus-one tracking.

Send invitations with clear plus-one and dietary fields

Include invitation link, RSVP deadline (8 weeks before wedding), and a prompt asking guests to list: (1) number in party including plus-ones, (2) any dietary requirements (allergies, vegetarian, vegan, religious restrictions). Link directly to your Who's In RSVP page.

Set your RSVP deadlines for all events

Main wedding: 8 weeks out. Rehearsal dinner: 4 weeks out. Bridal shower: 3 weeks out. Each deadline must give you time to finalize catering and seating arrangements.

Prepare your dietary requirements form

Ensure your Who's In RSVP form includes fields for: (1) dietary restrictions (allergy, vegetarian, vegan, keto, gluten-free, religious), (2) specific food dislikes, (3) seating preferences or restrictions (family groups, accessibility needs).

Finalize seating chart framework

Plan table layouts, number of tables, capacity per table. Decide on assigned seating vs. open seating. For assigned seating, note any must-sit-together groups (family units, wedding party).

Book any additional vendors (photographer, DJ, florist, etc.)

Confirm that vendors know your preliminary guest count and any special dietary or logistical needs they'll manage on the day.

Send first RSVP reminder across all channels

Post in group chats, email, and social media. Include the RSVP link and emphasize the deadline so guests know when they need to confirm plus-ones and dietary needs.

Pin the RSVP link in your wedding group chat

Keep it at the top of WhatsApp or Telegram. Add it to your wedding website or email signature so it's always accessible.

Track plus-one confirmations and flag missing responses

Review Who's In data weekly. Note which guests have listed plus-ones and who hasn't confirmed yet. Flag any 'no dietary info provided' so you can follow up.

Follow up with non-responders on dietary requirements

If a guest RSVP'd but didn't complete dietary info, send a friendly message asking them to update their response on Who's In with any restrictions. This avoids last-minute surprises.

Arrange rehearsal dinner and pre-wedding event logistics

Confirm final details for rehearsal dinner, bridal shower, hen/stag do, engagement party. Ensure those RSVP lists are also tracking dietary needs.

Send final RSVP reminder with deadline emphasis

Post that the RSVP deadline is now 1 week away. Include the Who's In link. This is where last-minute plus-ones will come in.

Extract all dietary requirement data from Who's In

Download or manually compile the complete dietary list (allergies, vegetarian, vegan, religious, other). Organize by table or by meal station. Send to your caterer.

Finalize plus-one guest names and track them by table

Get confirmed names of all plus-ones. Add them to your master guest list and note which main guest brought them. This is essential for your seating chart and day-of headcount.

Create your preliminary seating chart

Use your confirmed RSVP data to build a rough seating plan. Group families, honour wedding party seating, and account for accessibility needs (mobility, dietary stations). Note which tables have vegetarian or allergen-free guests.

Confirm final headcount with all vendors

Call your caterer, venue, photographer, and DJ with your updated headcount (including plus-ones). Share the dietary breakdown (X vegetarian, Y gluten-free, Z nut-free, etc.).

Send a final RSVP reminder from Who's In

Use Who's In to send an automated reminder to all RSVPs. Include date, time, location, parking/transport info, and a final note: 'We need final dietary info by [date] to confirm with catering.'

Check for last-minute cancellations and plus-one changes

Review Who's In daily. If someone cancels, note it immediately so you can adjust catering headcount and free up a seating spot. If a plus-one is added, get their dietary info right away.

Finalize dietary requirement count and send to caterer

Create a final dietary breakdown: total headcount, vegetarian (X plates), vegan (X plates), gluten-free (X plates), nut-free (X plates), other allergies (listed by name). Share this with your caterer to lock in final prep.

Confirm final seating chart and print table assignments

Lock your seating plan. Print table cards or place cards if using assigned seating. Ensure dietary-specific tables are clearly noted for your catering staff.

Brief your wedding day point-of-contact (coordinator, best man, etc.)

Share final headcount, dietary breakdown, plus-one list, and seating chart with whoever is managing day-of logistics. Ensure they have contact info for key vendors.

Send a 48-hour reminder with final logistics

Final reminder with: exact date/time, parking/transport details, what guests should bring (gift table location, plus-one name for security check-in). This reduces no-shows dramatically.

Pull final guest list from Who's In and prepare check-in documents

Export the complete attendee list from Who's In including RSVPs, plus-ones, and dietary notes. Print a master list for your check-in team. Organize by table if using assigned seating.

Confirm final headcount one last time with caterer and venue

Call your caterer and venue with the exact final number (RSVPs + confirmed plus-ones - any last-minute cancellations). Confirm table layout, dietary-specific meal stations, and arrival timing.

Prepare dietary requirement cards for catering stations

If using food stations (buffet or plated service), create clear labels: 'Vegetarian', 'Vegan', 'Gluten-Free', 'Nut-Free', etc. Your caterer should also have a list of which guests have which restrictions.

Test all tech and confirm with DJ/photographer

Check microphones, speakers, lighting. Confirm entrance song, first dance song, timeline with DJ. Ensure photographer knows key moments and any dietary-related photo ops (cake cutting for dietary-restricted guests, etc.).

Arrive early and coordinate check-in with Who's In data

Arrive 90+ minutes before ceremony. Set up check-in station with your printed guest list, plus-one tracker, and attendance sheet. Mark off guests as they arrive.

Verify plus-ones and track headcount in real-time

As guests check in, confirm that each plus-one matches their RSVP. Keep a running total of who has arrived. If someone doesn't show up, mark it immediately so catering can adjust.

Brief your catering team on dietary requirements

Walk your caterer/servers through the dietary breakdown. Point out which tables have vegetarian, vegan, gluten-free, or allergen-free guests. Ensure they understand cross-contamination risks.

Manage seating and ensure dietary guests are seated correctly

If using assigned seating, direct guests to their tables. Verify that dietary-specific meals are going to the right people (e.g., vegetarian guest receives vegetarian plate, not standard meal).

Document final attendance and any no-shows

Mark down who actually attended vs. who RSVP'd. Note any walk-ins or unexpected arrivals. This data helps for future wedding events and catering overages/refunds.

Send thank-you messages to all attendees via Who's In

Within 24-48 hours, send a thank-you via Who's In to everyone who RSVP'd and attended. Thank plus-ones by name if possible. Include a standout photo.

Follow up with any dietary accommodation issues

If a guest with dietary requirements didn't receive the correct meal, reach out personally and apologize. Offer to make it right (gift card, dessert delivery, etc.).

Contact no-shows with a friendly 'we missed you' message

Reach out to anyone who RSVP'd but didn't attend. A kind message ('We missed you! Hope everything is okay.') often recovers these guests for future wedding events.

Review RSVP analytics and plus-one patterns

Check your Who's In data: What was your RSVP-to-attendance rate? How many plus-ones were confirmed vs. attended? Which dietary restrictions showed up most? Use this for future weddings and events.

Plan next wedding event (rehearsal brunch, day-after event, vow renewal follow-up)

If you're organizing any follow-up wedding events (day-after brunch, vow renewal, anniversary party), create them in Who's In immediately while momentum is high. Reuse your plus-one and dietary tracking system.