For an event, managing the guest list represents the longest and sometimes largest amount of effort. And no matter how good the event is, its only a success is the right people attend.
Master List: There must only be 1 MASTER guest list, not multiple versions of the list, preferably 1 person needs to be responsible for the list at a time.
Online RSVP: If using online RSVP form, then initially the online database must be treated as the master list. Once the online RSVP forms are locked or closed then an offline Excel spreadsheet needs to be the master list.
Expect Duplicates: There will always be duplicate guests on a list due to misspellings of names, incorrect email addresses, these need to be cleaned up on the final Excel Spreadsheet.
Filters: Never give an Excel list to anyone that has 'filters' on it. Others wont know about your filtering methods and email programs will import the non-filtered rows too as Excel has just temporarily hidden the information.
Communication: Consider always using a mix of communication and follow up methods. Use email, SMS follow-ups on all emails and Call centres or follow up phone calls.
List: The more correct the initial guest list is the better everything will flow. Ask where the list came from (because spamming people is not great), how old is this list (Possibly estimate 15-20% error rate per year with people leaving jobs and changing email address). Always ask for cellphone numbers if possible so we have a direct connection to guests for follow up.
Excel: See our Excel Functions for Event Managers help section for useful functions. ( http://www.shiftingmedia.com/ceorsvp/ )
Accuracy: Always ask for details in Excel, in separate columns (at least get firstname, lastname, email, cell, company, position, tel).
Personal Reports: In the end you as the event manager will take responsibly for the guest list, spend an extended amount of time on the guest list in the last few weeks (especially after the online RSVP is closed), clean it up and create reports that work for you. Everyone likes different reporting styles.
In-theory: Online RSVP will reduce all manual RSVP management by 100%.
In-reality: Online RSVP and email invitations do reduce the amount of work in general, but as with most areas of life the 80/20 rule applies. We reduce the workload by 80% so you can really focus on the 20% of guests that need a lot of TLC.
In-theory: Everyone has an email address so we can expect that everyone will reply to an email invitation.
In-reality: Even on something as personal as a wedding invite you will need to chase many guests up to RSVP. Some guests are old fashioned and still like to reply manually (by email or phone). Some are too busy and forget continually even though they really want to attend, others may have not received the invite etc.
In-theory: I am the only one who can manage the guest list, i don't like sharing control.
In-reality: During the initial phases of an event it's generally better to automate the list with online RSVP forms & email invitations, its the only way to get a few hundred correct RSVP's processed in a few days while you focus on event planning logistics (providing you have a good up-to-date guest list). Guests responding online complete the RSVP form and these details are exported to Excel later on (without you having to manually create your Excel Spreadsheet).
I strongly believe it's best practice to close off the online RSVP form as soon as possible (e.g. within 2 weeks or less), and then rather than sending non-respondees a 3rd or 4th reminder invitation, to rather do a personalised email and phone call follow up. Then you can manage the MASTER guest list in Excel for the final stages of then event.
In-theory: RSVP management is easy, anyone can do it... give it to the secretary or PA!
In-reality: RSVP management is an extremely involved and time consuming process. After all you are genarally dealing with people who are critical to your business and if guests want to change their partner 5 times then they can. Each time this takes time to communicate and feedback. Guests are often duplicated on a list with different name spellings, email addresses are incorrect etc. Guests also need to be communicated to, for instance if things are running late we often need to send a "save the date ", then an email invitation, then resending to non-respondees a few times, dealing with bounced emails, sending SMS's, compiling lists of non respondees for call centres, sending maps and other aide memoir's and SMS reminders before the event. Then possibly uploading galleries and event documents and thank you emails. Its a very time consuming process.
In-theory: We have a special event and the RSVP process is complex.
In-reality: I Suggest keeping the RSVP process as simple as possible, complex multistage RSVP process of then get too complex. Keep it simple and make guests feel as special as possible.
In-theory: My email invitation needs to look as very well designed.
In-reality: Emails that look exceptionally well designed with big pictures and long text just end up looking like spam emails. Emails that are personal are almost always simple text emails written to you directly. Guests are more likely to respond to a mail that looks personalised.
