Improving guest experience using RSVP management at your event

RSVP management is essential to running a successful event. Event planners in Cape Town  have identified several ways in which RSVP management software helps them, including saving time and money. Not only does RSVP management and related software help event planners, it also helps improve the overall experience for event guests.

Let us show you how.

RSVP management software gets the right guests to your event

The perfect event means little without the perfect guest list. If you’re not talking to the right target market, guests may feel disengaged or bored because they cannot relate to the event’s environment. This may translate to poor return on engagement and, in turn, a poor return on investment. The online nature of RSVP management software allows you to build an accurate database that you can segment via demographics and other relevant indicators. A good quality guestlist means that you’re talking to the right people, the right way – giving your attendees an overall improved guest experience.

RSVP management gives your guests a personalised experience

From the invitation to on-site registration, RSVP management gives your guests a personalised experience at every step. RSVP Agency’s sophisticated software sends each guest a personalised online invitation, with the option to add the event to their personal calendars. To further enhance the guest experience, invitations are equipped with customisable fields that allow invitees to fill out pertinent information – giving event management the tools to customise each guest’s journey. All this culminates in a seamless on-site registration, where our professional hosts are there to greet guests by name once provided with the attendee’s unique QR codes and cloud-based registration software.

Our software lets you optimise and keep improving

RSVP Agency’s event management software lets you tap into valuable insights by sending post-event surveys via SMS. Event attendees are more likely to participate in a survey immediately after the experience, thus increasing the accuracy of your post-survey results. This, coupled with the guest data gathered from the online invitations, means that you have a robust source to draw insights from. These insights allow you to optimise your events – improving your guest experience and ultimately, your return on investment.

These are just some of the ways that RSVP management can improve guests’ experience at your next event. RSVP Agency offers a host of RSVP management services to give your guests the very best experience.

Visit our Events Services  page to find out more about the services we offer.


corporate party software Opting to use electronic invitations over the old-school paper and ink version is commonplace in the corporate event industry. As well as offering your guests a far more convenient way to RSVP, electronic invitations also allow you to orchestrate a seamless, every-piece-of-information-is-accounted-for RSVP process. What many planners aren’t aware of however, is that their digital invitations are so much more than merely an invite. In fact, the benefits of utilising the 21st century’s answer to unreliable snail mail are numerous. We like to think of electronic invitations as an opportunity: to improve your events, offer your guests a superior experience and elevate your entire event offering as a whole. If you’re ready to harness the full power of your invitations, read on.

Electronic invitations enable you to create an instant database of your attendees

Being able to access an exhaustive, accurate depository of information is the first step toward a streamlined RSVP process. Because they’re trackable, you’re also able to monitor which guests receive their invites, which guests open them, and which guests respond. This ability isn’t only for curiosity’s sake; your delivery, open, accept and decline rates also indicate what’s working and what’s not. Some simple A/B testing will shed light on the aspects that are hindering your RSVP process. Changing the time of sending, the subject line and wording of your invitations often vastly improves your acceptance rate. If you’re faced with an inordinate amount of bounced emails though, the problem is either due to the fact that your email list is outdated, or that your electronic invitation software isn’t whitelisted (in which case you should drop everything you’re doing and switch to a vendor who does make use of one).

Make sure you’re asking the right questions of the right people

Using online invitations that allow you to customise form fields (among other crucial factors like design and copy) is only really beneficial if you’re asking the right questions. You hold the key to data that spans far wider than the obligatory dietary requirements and demographic information – but if you want them to share this precious info with you, you’ll need to dig a little deeper. How do you do this? By customising not just the questions you want answers to – but by segmenting your guest list. This logic is based on the fact that each portion of your guest list has a different relationship to your brand, as well as unique requirements from the event itself. For example, your guests might include existing customers, sales prospects, and staff.

Customise your entire communication process for different segments of your guest list

Successfully catering to the varying requirements of your guests relies on providing them with a tailor-made channel of communication. The electronic invitations you send to a VIP will vary wildly from the invite you send to a staff member. By customising not only your invitations – and the questions asked therein – but their itinerary, access code, post-event survey and any subsequent event content, you’re able to give your guests a unique experience that resonates. In other words, conduct a strategic event marketing strategy.

Capitalising on the full power of electronic invitations relies on using all-encompassing guest list management software.

In order to really put your electronic invitations to work – and the data they’ve enabled you to collect – you’ll need to use guest list management software. By using an all-in-one solution, you’ll be able to analyse the data, update your guest lists and database in real-time, conduct a seamless RSVP and registration process, and pull reports. It’s that much harder to analyse information that’s stored separately – but if you’ve got an integrated tool at your disposal, putting this invaluable data to work is simple.  

Want to get the most out of your electronic invites? Find out more about our Event Management Software today.

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Event technology guide The event technology of today is a far cry from its predecessors. Thanks to the plethora of options available, planning and managing not only the event itself, but also the way you communicate with your guests is easier and more efficient than ever. As event tech continues to evolve at a speed akin to that of light, you may find yourself wondering which tool to choose from a seemingly endless array of options. Before you invest in the latest event planning software, here’s what you need to know.

Not all event tech is made equal. Before you fork out for all the bells and whistles, take a step back to determine what you need to get out of your investment

Event planning software exists for one reason and one reason only: to assist you in creating and managing superior events. They might go about this in different ways, addressing various aspects of your event (social media management, finding vendors, facilitating interaction amongst guests, etc.) but the end goal is the same: an improved event. What differs dramatically though, are your particular needs. To make sure your money is well spent, first identify the areas that require some assistance. For example, you may want to streamline your RSVP process, or embark on a social media strategy to help your events gain traction. By establishing what your objectives are, you’ll be able to refine your search for the event planning software that can help you best achieve this.

Make sure your choice of event technology is purchased from a vendor that’s constantly bettering their product

Remember the floppy disk? What was once touted as a revolutionary piece of technology is now moot. Make sure that you won’t be left with a white elephant three years down the line by choosing event technology that’s built to continually evolve and improve. Other considerations include:

  • How your new event tech purchase will fit in with any existing event management software you’re using
  • Your budget
  • The cost of implementation
  • Available customer support and resources

Purchasing advanced event technology is all well and good, but if you’re unable to cover the basics, implementing improvements is that much harder.

If you’re still not sure about what kind of event technology will benefit your events the most, our advice to you is this: start at the beginning. By investing in event planning software that streamlines the bones of your event (the RSVP, registration and post-event processes), you’ll be able to build a solid foundation. Then – and only then – should you begin investigating other apps or software.

Thinking about purchasing guest list management software? Make sure you’re well-versed in all things event technology first.  Image

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Professional guest list management of high-profile clients entails the right software, attention to detail and preparing for any eventuality. VIPs come with their own set of challenges. The management of high-profile guests like government representatives, celebrities and the like needs to be handled with care and the utmost of discretion. If you’re tasked with handling VIPs, you’ll need to equip yourself with a water-tight plan.

1.Make sure you’re using proper software from the get-go.

Using professional guest list management software will enable you to keep track of your VIPs during each stage of the event. You’ll be able to have multiple guest-lists too, eradicating the possibility of your VIPs getting mixed up with staff.. Importantly, you’ll also be able to send tailored invitations to your VIP guests – with unique wording and art work.  You’ll be informed – in real-time – when they accept your invitation, check-in to an event and respond to your post-event survey.

Being equipped with this information means that you’re always able to be one-step ahead – making it far easier to provide your VIPs with a streamlined, professionally executed event experience.

2. Factor entourages into account.

VIPs are always accompanied by a team of people including security, personal assistants, etc. You’ll need to establish who will be accompanying your VIPs in order to ensure that they have access.

You need to find out who accompanies your VIP and make sure that their entourage and security have complete access. It’s advisable to forward on your VIP’s invitation to their PA, who’ll be able to give you information about and guidance pertaining to the handling of any individuals who’ll be accompanying them.

3.Your VIP guests need to feel important throughout.

If you’re managing an event that has a considerable guest list comprising of VIPs and non-VIPs, it’s essential that there are areas that are exclusively for VIPs only. They’ll need a separate entrance, registration area and seating. Upon arrival, they need to be registered or checked-in immediately. Making a high-profile guest or major stakeholder wait in a queue casts your brand in a negative light.

Your guest list management of these VIPs needs to be professional and streamlined throughout, in order to ensure that these guests leave with the best possible impression of your event.

4. All event staff need to be aware of VIPs.

Before an event kicks off, all event personnel need to be informed about the VIPs in attendance. This is incredibly important, as it’s pointless if your high-profile guests are professionally welcomed, only to be made to wait in a queue for their welcome drinks.

5. Ensure that VIP areas are secure.

It’s pointless having designated VIP areas, only to have them infiltrated by other guests. Prominent guests require water-tight access control in order to avoid their safety being compromised. Luckily, the days of putting your event’s security in the hands of burly bouncers are long gone.

Access control software that makes use of unique QR codes is optimal when tasked with the guest list management of VIPs. This sophisticated app stores every pertinent piece of information about a guest in their designated code. When a guest checks in, staff will immediately be notified as to the area the guest is allowed to access, as well as any other data pertinent to that individual.

Our Quantum QR App allows you to professionally manage the registration of your VIPs. If you’d like to find out how this can benefit your brand, please give us a call, or drop us an email.

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Brands big and small are waking up to the fact that when outsourced to a professional RSVP Agency, the management of their guest lists is vastly superior than if they had to attempt to do it themselves. What’s more, a meticulously managed guest list is far more likely to provide them with the business equivalent of the Holy Grail – ROI.

In an age of fierce competition which sees brands demand more bang from their buck, it’s vital that their guest list management process is conducted by those well-versed in all things pertaining to an event in order to execute a function that’s world-class.

Manually managing your RSVP and event planning process isn’t only archaic, but risky too.

If you’re investing a significant amount of money in an event, you’ll want to ensure that at the very least, you recuperate your costs in the form of new clients and increased brand advocacy. If you’re relying on handling the process yourself, it’s highly likely that you’ll be left red-faced when it comes to assessing whether or not your event resulted in ROI.

Professional guest list management ensures that the right tone is set from the get go.

An event and its related assets are often the first interaction a client has with your brand. If you want to ensure that the right people attend your function, you’ll need to ensure you’re positioning your brand in the best way possible. Everything event-related, from your save the dates and invites to the follow up communication after an event needs to adequately convey the essence of your brand. If you have to conduct your guest list management as well as oversee everything else, you’re bound to drop the ball somewhere along the way.

Event planners need to spend their time focusing on the logistics of an event, as opposed to the administration.

Corporate events require your devoted attention. If you’re attempting to do you guest list management yourself, your time will be considerably compromised. Using a professional RSVP Agency ensures that adequate time is dedicated to your guest list management and everything that it entails. An added bonus? Guest list management companies like The RSVP Agency specialise in dealing with high-profile guests and VIPs, so you’ll be able to rest easy knowing your guests are being dealt with in the most professional way possible.

Guest list management specialists will keep you up to date with your RSVP process from start to finish.

We know that there 1001 things you need to get done before the end of the day. Checking up on your guest lists needn’t be one of them. The RSVP Agency provides our clients with a comprehensive report at the end of every day leading up to an event. Among other things, you’ll be able to see who’s accepted, who’s declined and whether any invitations have bounced. You’ll know where you stand at a glance, without having to carefully comb through countless Excel spreadsheets when your time could be put to better use.

Corporate event planners rely on detailed data to assess the success of an event.

It’s imperative that you have all of the necessary information pertaining to an event at hand in order to report back to your client. It all boils down to the numbers, which is why using a professional guest list management service is essential. Event reports will provide you with a comprehensive overview of your event, and give you valuable insight into the behaviour of your guests before, during and after the function. Having this information on hand enables you to constantly improve your events, resulting in happy guests, and even happier clients.

Safeguard against gremlins creeping into your planning process.

At the end of the day, even the best event managers slip up. Whether this involves following up with someone who’s already declined, incorrectly spelling the surname of your VIP, or an invitation that doesn’t display properly, mistakes do happen. By making use of a company who’re dedicated to conducting your guest list management process, you’re insuring against this.

The stakes are high when planning any corporate event. Ultimately, the success or failure of a function is entirely upon your shoulders. Don’t put your reputation on the line (not to mention that of your clients) by resorting to manually managing your guest lists.

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The ‘skills shortage’ is something you frequently hear employers talking about in board rooms and around dinner tables. Much like the property industry – which consists of a “buyers’’ and “sellers’’ market, the job market is currently an ‘employees’’ market. This means that once head-hunted, candidates are able to name their price and conditions of employment, and the events industry is no different.

Many event managers use social media to showcase their efforts, and while potential employers do take innovative aesthetics and attention to detail into account, posting your latest event on Instagram means that you’ll have to compete with a plethora of competitors. An alternative way of standing out from the crowd is by positioning yourself as an event planner with outstanding guest list management skills.

Potential employers want to see hard evidence that attests to your superior management of guest lists.

It’s impossible to argue with hard facts, so refrain from merely talking about how great you are at upping attendance rates and obtaining errant RSVPs at your next interview. Make use of event management software to draw up reports that irrefutably demonstrate your ability to effectively manage all aspects of a guest list.

Tech-savvy event managers have a marked advantage.

If you’re running events that employ all that the latest technology has to offer, you’ll have a leg up over planners with an old-school approach. Employers want to see that your events are in-line with the latest trends – from using tele-prompters in presentations, electronic invitation systems for invites, tablets for registration and media hubs with free wi-fi and charging stations for guests.

In an economic climate where every cent counts, it’s imperative that your events result in ROI.

The point of any event is to position a brand in the best possible light, with the aim of converting guests into higher paying customers. If you’re looking to be head-hunted, being able to show that you can accurately calculate the ROI of an event is crucial. A ‘guestimate’ will not suffice – so you need to be using software that collects all data – from the proposed vs actual budget, areas where costs can be saved (for example, guests that repeatedly cancel), and the total amount of ROI as a result of an event. Factors like optimised, online invitations, real-time reporting and streamlined online check-in are paramount in ensuring an event is sophisticated and enjoyable for guests, resulting in brand advocacy and optimal ROI.

Potential employers want to see that you know how to best approach every single element of an event.

They want to know that you’re adept at discreetly managing high-profile guests and their related details. Proving that you’re capable of handling things like liaising with a VIP speaker and ensuring that everything is in place for a publicity-worthy presentation is paramount. So too is having a list of world-class suppliers on hand in order to avoid last minute blunders. That said, don’t discount the importance of being able to prove that you’ve got a handle on the more mundane and time-consuming tasks such as the managing of guest lists, which can be outsourced for maximum efficiency.

If you’re using tools that save you time, you’re bound to be a master multi-tasker, resulting in professional, world class events.

Juggling multiple tasks at once is expected, so if you’re able to show that you can manage guest lists, keep on top of last minute changes and oversee the registration process with ease (thanks to the use of innovative, real-time event management software), you’ll have more time to liaise with suppliers, overseeing the set-up and break-down as well as looking after the attending VIPs.

Demonstrating the skills above will give you an edge over your peers. If you’re able to, then substantiate these assertions with testaments from happy clients who sing your praises. It is especially worthwhile to include clients who you have successfully been able to keep updated on guest-list changes in real-time or any who have commented on your overall professionalism and excellent delivery of services. If you can gather positive reflections from clients on your company quantifying your claims then you are well on your way.

If you enjoyed this article, here is another on guest list management: “Guest List Management – how to decide who is on the A list [infographic]

Image Credit: Edudemic 


When planning a wedding, trying to get a handle on your guest list management often results in massive family feuds. The fact that you’re working with both limited spaces and budget means that there’s no way you’ll be able to invite every single person known to the family. In much the same way, deciding who to invite to a corporate event can be tricky, as there’s no way you’ll be able to invite every single customer or lead to your event. Remember that each customer brings in a different amount of revenue – which means that it’s unwise to spend more than you’re making of a client.

These situations lead to what’s commonly referred to as an “A” list, “B” list, and sometimes, a “C” list.

Listing your guests in order of priority is the easiest way to manage a guest list that’s too big. The “A” list obviously consists of those who receive an invite right off the bat, while the “B” list consists of guests you’ll invite if someone on the “A” list declines your invitation. The “C” list, is a last resort of sorts, containing guests who’ll be invited only once you’ve exhausted your “B” list.

Deciding who ends up on which list is a strategic task.

If you’re dealing with a corporate event, you’ll need to get input from the head of sales or customer service. They’ll not only be familiar with the clients, they’ll also be aware of any issues, such as potential deals that are about to be closed, or customers you should focus on in order to build a relationship with.

Guest list management for a wedding, however, is an entirely different story. You’ll need to consider familial obligations, as well as whether or not to invite your new boss you’re wanting to impress. Once you’ve factored in all of these considerations, you’ll be able to decide who ends up on what list.

The infographic below simplifies a process that’s often fraught with difficult decisions.

Although tailored towards the guest list management of a wedding, this simple flow chart has some valuable tips. It emphasises the importance of your relationship with each guest, and whether leaving them off the list will have a negative impact or not. This is essentially what any guest list management comes down to – being able to identify, in order of importance, the repercussions of whether to invite someone or not.

Managing your three lists requires quick thinking and decisive action.

The last thing you want is to make a guest feel like your second choice (even if they are in fact on the “B” list), which means you’ll need to be quick on the draw, ready to adjust your guest list at a moment’s notice. You need to ensure that as soon as someone on the “A” list declines, an invitation is sent to someone on the “B” list.

If you’re tasked with running multiple events, efficient guest list management can turn into a full time job.

You’ll constantly have to follow up with the people who haven’t responded and effectively juggle your three guest lists. Event planning teams need to consider the massive amounts of time involved in this process, and make sure that the task is delegated to someone other than the person responsible for organising the actual logistics of the event or outsourced to a specialist RSVP company.

Image Credit: National Geographic