RSVP tracker calculator
Estimate how many guests will accept, decline or go quiet, so you can plan catering and seating around a realistic number rather than the full invite list.
How this is worked out
Acceptance rates vary by event type: weddings average around 80%, parties 75%, and corporate events 65%. Travelling guests lower the rate by up to 10 percentage points. We assume roughly half of non-accepters will explicitly decline and the rest will go silent. The catering figure adds a 5% buffer to the expected accept count.
Worked example
120 invitations to a local wedding: expect about 96 accepts (80%), 14 declines and 10 who never reply. Plan catering for 101 (accepts + 5% buffer). Chase up any non-responders at the halfway point — 4 weeks out.
Frequently asked questions
Should I over-invite to hit my target number?
Many planners invite 10-20% more than their target, especially for parties and corporate events where decline rates are higher. For weddings, be more conservative — you may end up with more guests than the venue can hold.
When should I send RSVPs out?
For weddings, 8-12 weeks before the date. For parties and corporate events, 4-6 weeks is typical. Set a reply-by date roughly halfway between sending and the event.
What if more people accept than expected?
That's why we add a 5% catering buffer. If you're close to a venue capacity limit, set a firm RSVP deadline and have a short waiting list rather than over-committing.
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