Create the Perfect Invitations: Part 2

In Part One, we covered the basics for writing and designing a fabulous invitation. In Part Two, you'll learn about timing your invites, creating a guest list and tracking RSVPs. We even have tips on how to deal with non-RSVPers. You'll become an Invitation Expert in no time!

Sending Your Invitations

Formal Events:

• For formal events during a busy party season, invitations should be sent approximately six weeks in advance.
• If guests might have to arrange travel and accommodations, make sure to send the invitations out far enough for their convenience.
• If your event will be held in a popular seasonal spot, make sure to send invites out up to two months ahead of time.

Informal Events:

• Where little or no travel is required, plan on sending the invitations out at least two weeks in advance.
• A two-week time frame ensures guests receive the invitation early enough that they haven't already made plans, yet not so early that they might forget about the event by the time it occurs.

Keep the guest list short for intimate Dinner Parties.

Creating a Guest List

Your guest list depends on a number of factors, including intimacy, event space and budget. Here's how to plan accordingly:

Intimacy:

• Decide on the degree of intimacy you'd like for your party or event.
• Smaller events will allow you to mingle with all your guests and give you enough time to catch up with everyone. The hardest part will be keeping your guest list small -- a tough feat if you have a lot of friends.
• Larger parties can be a blast, but you may have to sacrifice being able to spend time with each and every guest. The upside: You won't have to make tough guest list decisions!

Event Space:

The size of your event space helps determine the size of your guest list. Unless you're willing to rent out a large venue, you can't invite everyone.

• If you're planning a dinner party, you should probably keep the guest list under twelve people. Any more than that will crowd the table and make intimate conversations difficult.
• Know your space. Don't try to cram more people into your living room than will fit comfortably.

Formal events can be pricey, so keep your budget in mind when inviting guests.

Budget:

The final thing you'll need to take into consideration before creating your guest list is your budget. This is most relevant for formal events, or parties that require rentals and catered food.

A formal catered event can cost up to $200 per person when you factor in invitations, food, dessert, chair and place setting rental and favors. Make sure you define your cost per person before going wild on the invites!

Tracking RSVPs

Keeping tabs on your final guest count is an important, if boring, task. We suggest the following for hassle-free tracking:

• Create your guest list in an Excel spreadsheet.
• Create separate tabs for "Invited," "Attending," "Not Attending" and "No Reply" -- those who still haven't sent their RSVP.

How to Deal with Non-Responsive Guests:

Once you reach your requested RSVP deadline, you might still have guests who haven't responded. The best way to manage stragglers is to call them individually and politely let them know that you, a) would love for them to attend your party, and b) want to know if they can make it.

As long as you're polite and eager for them to attend -- not annoyed by their tardiness -- no one will take offense. Remember: You'll always attract more bees with honey than with vinegar!

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