Order & Organizing Invitations
Objective: Preparing for Invitation Ordering and Organizing RSVPs
Focus: Sheet 1
Goal: Prepare now to save time & money later
This assignment is all about preparing for RSVPs that come in by NUMBERING them before you send them out. You’ll assign each household/address a number so that you can sort it more efficiently when it comes back in. Bonus: All those guests who mysteriously forget to write their name on the response card are easily accounted for by referencing your list! We’ll also establish how many invitations to order.
1. Alphabetize: Sort your ENTIRE Spreadsheet alphabetically by highlighting cells B2 through M2 and then down as far as you need to include the last guest. A’s at the top, Z’s at the bottom.
2. Assign Numbers: In the Column, titled RSVP # in cell A2 key in 1. A3 is 2; A4 is 3 etc until you have numbered your entire guest list by row. *Do not use the formula (=A2+1), etc as it will not keep the number with the sorted name. You MUST key them in individually
3. Head Count: ADD these people to your Guest List: Vendors! Not for ordering invitations but for head count for the caterer, ordering plates and utensils. Your Photographer will need to EAT! If you have a 5-Man band playing, that is 5 more plates! This is often overlooked because they aren’t accounted for on the guest list.
a. Even though they are included in the overall invitation count that is okay. You’ll want the extra invitations for people you meet later in life or those you decide to go ahead and include because enough have decline that there is room. {B List}
4. Permanent: From now on whenever you sort your guest list you must ALWAYS include column A. The Albertsons’ should ALWAYS be #1 and the Barons’ will ALWAYS be #2 from now on.
a. SO, WAIT: If your guest list isn’t complete yet DON’T take this step! You want everyone {A List anyway} on there already. Those you meet between now and the wedding are a different story. Have your main guest list together before you do this so your numbers stay as close to alphabetical as possible.
5. How Many to Order: You should now have a good number in the cell that says “# Invitations to order” {Column E}. It WILL NOT match your RSVP numbers because it is auto-calculated to +5 extra invitations. Keep it that way! You’ll want the extras for yourself, shadow boxes, crafts projects, etc. And YES, mom and dad DO get an invitation even though “they know” when it is. So, do bridesmaids, siblings, etc. You don’t want a cheeky, “well I was never actually invited” comments the week before your wedding to stress you out. Prepare now, it’s better to have extra than none. {Not too many}
In a BONUS VIDEO below, I will show you where and how to include the assigned number on your RSVP card for the guests.
Below is a Video from the 2018 GEG Experience which was a workshop we did on the Guest list. You’ll hear me reference “The Group” and that is what I am referring to.