RSVP Planning · · 1 min read
Exporting Wedding RSVP Totals for Suppliers
Suppliers usually need a specific operational count, not unrestricted access to the full RSVP sheet. Prepare a limited export for each task and include enough context to prevent totals from being misread.
Define the recipient's needs
A caterer may need meal counts by event; a transport coordinator may need confirmed passengers by pickup point. Ask what information is necessary before sending names, numbers or private notes. Keep the master guest list under the host's control.
Label the export
Include event name, date, version time and status definition. Distinguish confirmed attendance from pending replies and show any separately agreed supplier meals. For example, “Reception guest count, confirmed responses only, exported [date/time]” is clearer than “Final list”.
Check and acknowledge
Compare exported totals with the master, remove test submissions and reconcile duplicate households. Ask the recipient to acknowledge the version and use a written change note for later updates. Do not email a new full list for every tiny correction if an agreed change log is easier to follow. After the celebration, review whether shared copies still need to be retained and follow the arrangements agreed with the people involved.