It is a good idea for invitations to be sent out a minimum of five to six weeks prior to the event date, with RSVPs required at least seven days prior to the event date. Not all events will require guests to RSVP, particularly large advertised events (ie, public lectures). All catered events should have RSVP details so you can estimate the numbers for catering.
If receiving RSVPs by phone, ensure you note the accurate spelling of names to ensure that the name badges are correct (if required). If supplying catering, be sure to note any special meal requirements. It is a good idea to have the list of acceptances (guest list) on the runsheet and the list of apologies for future tracking purposes.
We recommend sending another follow up email just prior to the event as a reminder that the event is taking place as the invitations may have been sent out some time earlier.