Invitations should be sent out a minimum of six weeks prior to the event date. RSVP cut-off dates should be between two and three weeks before the event. Not all events will require guests to RSVP, particularly large advertised events such as public lectures. All events involving catering should have RSVP details that you can provide to your caterer.
If you are receiving RSVP's by phone, note the accurate spelling of names to ensure that name badges will be correct (if required). If supplying catering, be sure to note any special meal requirements. It is recommended to have the list of acceptances (guest list) on the run sheet and a list of apologies for reference and for future tracking purposes.
sending a reminder email or following up with a phone call to those who have not registered two weeks prior to the event to try to boost numbers
sending a follow-up email to registered guests just before the event as a reminder that the event is taking place
further follow-up calls after the RSVP date has been reached.
Try to respond to all RSVP's received via email to acknowledge you received their RSVP and follow-up dietary or medical requirements with guests who neglected to provide them. This gives the event a personal feel and will encourage registrants to get back in touch to let you know if they can no longer attend.