RSVP PANIC!

[foomama]

This is my first year hosting an exchange and I am super excited-have a few games planned, nice prizes, good party favor...but I am also stating to panic, probably unecessarily, but still... The rsvp deadline is 12/1-I did send a save the date as well, and 15 responded they would come. However, since I sent the invitation, only 3 have gotten back to me, and no one has sent me their recipe yet. I know there is still time, but how does everyone handle the RSVP issue- do you send reminders, make calls, or just go with whoever happens to respond and see who shows up at the exchange?

I am a little dumbfounded at how people handle RSVP's as of late...I tried to hold a surprise party for my husbands birthday two years ago and ended up canceling it because no one RSVP'd...then the night the party should have happend, 4 people showed up (who never rsvp's) even after I left messages that it was cancelled ! I don't want to end up with just three people..or 15 that show up and I am not prepared for them(food and favor wise)!

[bumblebeas]

The first year is the hardest. Don't be disheartened by three; those three will tell everyone how great it was and the word will spread. I use eVite so people can respond quickly online as I have found they are horrible at RSVPing anymore plus is sends them a reminder two days before the event (you can customize this). Since you still have ten days you could use eVite or Socializer or simply just call after December 1 to see if they will be attending. Don't cancel though; you'll have a blast even if it is small. As for food and favors make things you can adjust such as put out more cheese and crackers or more veggies (something you would have in the house anyway). As for favors those aren't expected and you can always make them game prizes instead or save leftover favors for next year. Hope this helps some! Hang in there; manners aren't what they used to be.

[Robin]

Good advice Bumblebeas.

Hi Foomama, It's not panic time --yet. You gave them all to Dec. 1. Therefore, at this point in time, - they get the benefit of the doubt and they have until then to get back to you.

Now, after Dec. 1 is another matter. Since you do want to know exactly how many are showing up, because so much of what we CEr's do and buy is dependant on that info... you could call, or email or create a Facebook events page. With Thanksgiving practically here, everyone is busy right now.

After TG, send a friendly reminder to RSVP asap. State that it's ok if they haven't chosen their cookies yet, you just want a head count and to know who is coming and then give another deadline for cookie type (if you gave enough time between RSVP and actual party.)

With a first time party and possibly many of yours guests not really knowing what a CE is or how it works, don't put too pressure on them with the cookies. In other words, you may not get exact what cookies they'll be bringing up front. (Did you implement an easy theme? Did you send a modified CE Rules?)

Just sure the party is a blast so they'll want to come next year. Good Luck!

[pookie]

I hear you! This is my second CE and the RSVP date is today. I have had some folks respond but many have not. Unnerving to say the least!

[kimd]

I was also worried seeing this is my first exchange. I am so excited that I had 9 ladies except and now I am waiting on most of the cookie recipes to come in. I feel I am going to have a great turn out. Due to so many worrying what they would do with all those dozens of cookies I called and changed it to half dozens and they loved that even more. My party is the 2nd Saturday in December. I have already started planning my party for next year even the theme (Santa Claus Is Coming To Town), my favorite Christmas Song. Happy Shopping and planning for your party's. Calling did help with the number of people I had invited. Half of my invites accepted.

[Kim_B]

I honestly think the art of the RSVP is going the way of the dinosaurs...no one seems to have any regard for what it actually means to the party planner! This is the 3rd event this year in my family where I've heard complaints of lack of RSVP.

Certianly these folks have planned events and have felt the frustration of their guests not sharing their intentions of either attending or not attending...I just can't figure it out!

Best of luck to you - I hope you get a good turn out!

[foomama]

Thank you all for the encouragement! The RSVP deadline is tomorrow, and I have heard back from 5 people so far-which does make me fell pretty happy! There are two others who I "know" are coming, but haven't actually responded (I heard from someone who heard from them that they are coming,lol). Of those who are coming, one is not participating in the exchange, but offered to help out with everything else throughout the night, (refilling ice, putting our appetizers, bagging up cookies), so that will be a nice help.

I've only received cookie type from a few of ladies, and only 1 person sent me their recipe. The organized side of me is getting annoyed-I was going to put together little recipe books, tied together with ribbon and a little cookie cutter hanging down, but I can't do it without the recipes. But Robin is exactly right, they may not really understand how the exchange works(even with the guidelines,lol) so I have to cut everyone some slack. Instead,I'll just make little thank you/save the date for next year cards and attach the cookie cutters to those. Not my vision but still a nice gesture I think!

I am getting excited, and think it will still be fun with a small group- I have prizes for most festive outfit, most creative display, the cookie game(can't say the word cookie) and a trivia game-so I hope it will be fun!

I do still have about 12 people that have not responded at all, so I agree that the RSVP is like a dying art- I have no idea how people think you can plan a party without knowing who is coming, a simple yes or no takes a minute to e-mail or call with. It is astounding to me!

[susie]

I started sending out e-mails in August and then several times since then to remind the ladies of the deadline which was last night to receive their recipe for the booklet. Most sent them yesterday.

I agree that RSVPing is a dying art. I find that those who don't entertain are the worst culprits. They just don't understand why it's important for a hostess to know how many people are coming to a function. Ugghhh! It is soooo frustrating!!

[Robin]

The RSVP problem has certainly been getting worse over the years. It's now become one of the top complaints/ requests for help.

Something to think about... inspire your guests to respond...

Tell them they get raffle tickets for quick response and they can win prizes...

1) tickets for quick response
2) tickets for decorating their party platters
3) tickets for coming dressed in the party theme

I'm going to write about this sad situation in the CE newsletter

[Cathie in PA]

HI:

this will be my 8th exchange. I sent out invites the first week of
Nov. with a deadline of Dec. 1. I put in my invite If I do not hear
from you by this date I will assume you are not attending. This is only fair to all who are baking.

This year I have had 2 who have not responded, this just infuriates me, it is simply rude. One of these gals does not bake anyway but comes every year with a dish for the buffet and lets me know this just a few days before.

Well, the worm has turned. I am sure she will call and this year
I will tell her I have planned only for those baking, and maybe next year she can come if she bakes. I hope this does not cause friction as she is a neighbor, but enough is enough.

We all put a tremedous amount of work into our parties.
Stand firm on your rules.
You will have a wonderful exchange.

[suejande]

My rsvp deadline was Dec 1 and as of today I have heard back from 17 out of 40, so I guess tomorrow some phone calls are in order. I know most of them will say "oh, you KNOW I am coming!!" Uh...no I don't! I invite pretty much the same people every year so it's not like they don't know the drill.

I have 6 regrets and 17 acceptances, so that still leaves quite a gap- I need to have an idea for food and drink.

I hate having to call people. If it was just a few gals to call I would say to heck with it, come or don't, but this is too big a discrepancy not to know.