ImportantFacts

setting up your guestlist

Please be sure that your guests are given a reasonable amount of time to respond to your invitation... 3- 4 weeks is considered proper.
We will NOT provide callbacks for any name that we receive less than 2 weeks before the RSVP Date.
Please be sure to mail your invitations ON TIME!
IMPORTANT NOTE:
If you decide that you would like callbacks in spite of mailing your list to us less than two weeks before your RSVP date, there will be an additional $50 fee charged.
Please make sure that you mail your invitations on time!

Your guest list MUST be ONE complete list in alphabetical order by last name...followed by the HOME phone number.
Please do not include any other information on the list you send us.

HOW TO SET-UP YOUR LIST
Your guestlist can be set-up in one of two ways:
"Open" or "Restricted"

If your wedding is "Open" - list the name of the person receiving the invitation...we will collect the NUMBER of guests in his/her party.
example:   Smith, John....606-123-4567

If your wedding is "Restricted" - list the name of the person receiving the invitation, and the word "guest" for each guest you are permitting them to bring. We will LIMIT the number of guests in his/her party, according to your list.
examples:   Smith, John....606-123-4567  (single guest, no additional guests)
           Willis, Melissa & guest & guest.....312-345-7867 (3 guests)
Hunter, James & Sue Smith...217-241-5666 (2 guests named)

Names must include a FIRST and a LAST name! Do not show a name as Mr. Smith or D.Smith! It should be written as David Smith

You can send your list as either a Word, or an Excel file. For your convenience, we have provided templates here.
** Please DO NOT send in the new (2007) XML format (.xlsx).

Please do NOT try to add guests from "different" households to
ONE invitation. Separate households, should have separate invitations.

If you are sending an invitation to a work or church "group" ,
ONE person must rsvp for ALL persons in the group.
Limit 1 group invitation per guestlist.
We do NOT provide call-backs to group invitations.

TIP: Don't include members of the Wedding Party, or your Parents on your list. Tell them NOT to respond to us. You already know that they will be attending, and there's no sense paying us to tell you that! NOTE: If they respond, they will be added to your list and count.

It is extremely important that we receive your guestlist BEFORE your guests start responding.
Please be sure you send us your list BEFORE you mail your invitations.
* * If 5 or more responses come in before we receive your guestlist, there will be an additional $25 charge to reset your database.* *
If more than 10 responses come in before we receive your list, the list will cannot be entered online.
Responses will be entered as they are received.

adding new invitations to your guestlist

Please make sure your guestlist is complete BEFORE you send it to us. We can only enter your list into the database ONE time. You may make spelling corrections once your account is activated, but names cannot be removed or changed. Once guests start responding, NO changes can be made to the list.
Make sure your list is complete BEFORE you send it to us.

Once your list has been entered online, names cannot be deleted, and additional invitations cannot be added. If you find it necessary to send out additional invitations, they will be added to your list as NOL's when they respond.
If these NOL additions take your count into the next pricing category, you will be responsible for the next "category fee".

What is NOL?

Any response that does not appear on your original list, will appear on your UpdatePage as an NOL (NotOnList).

Although it is not proper for a guest to bring anyone not shown on their invitation, we all know this occasionally happens. You can rest assured that we handle this situation in a very tactful manner.

If we are limiting your guests to the number shown on your list, we tell your guest that "there is very limited seating at the reception site, and the site cannot accommodate anyone not listed on the invitation".
Guests realize that it is not proper to add uninvited guests and they seldom press the issue, but please understand...under NO circumstances will we argue with your guests!
If a guest insists that they be permitted to add people to their invitation, or that they were given "special permission" to add an extra guest, we list the additional name(s) on their invitation as an "NOL". It is then up to you or a family member to contact this guest concerning their "additions".

PLEASE NOTE:
We all know that typing a list of a couple of hundred people is tedious and spelling errors can occur. If a guest spells their name differently than you show on your list...it will result in an NOL. An NOL will also occur if your guest uses ALL CAPS or all lower case when they enter their name. NOTE: GUESTS CANNOT SEE THE "NOL" designation. It only appears on your UpdatePage.

Please do NOT notify us that an NOL has appeared on your page, until it has remained on your page more than 2 days..
We personally check each wedding nightly for multiple responses, spelling mistakes or other errors, and we'll correct the NOL's at that time. **If someone adds a "NOL guest" who is someone already on your list as an invited guest, please let us know, and we'll make the correction immediately.

IMPORTANT:
If a guest rsvp's and you have not included their invitation on your list, they will be added to the bottom of your page as an "NOL Invitation". Guests are never told that they are "Not on your list", and although we make every attempt to cover your error, some guests will realize that their name was not included...and have their feelings hurt. This is embarrassing for us and for your guests. Please do not put your guests in this position. Please make sure that your list includes EVERYONE that has been sent an invitation. We will be happy to change the NOL response to "no" if you do not want them to attend, and it will be up to you to contact these guests.

counts

**IMPORTANT** If you'd like us to provide you with a count for something other than the standard reception/ceremony attendance, it must be requested when you sign-up with our service.
The database must be set-up to produce the counts you need, and
it cannot be changed once it has been set-up for your wedding.

We will be happy to collect meal choice counts...but this must be requested in writing when we initially set-up your wedding.

Please make sure that your guests are prepared to give the meal choices for everyone they respond for, WHEN they call us to RSVP!
Meal Choices MUST be shown on an insert card, or we will not be able to collect the meal counts from your guests. We do NOT give this information to your guests.
We will NOT call guests back to collect their meal choices.
If we have to record a response WITHOUT a meal choice, it will be up to YOU to provide us with the entree` choice for the guest.

We will be happy to record the "actual names" of all guests attending your wedding, but this must be requested when we set-up your wedding. Otherwise, we will record the "number" of guests attending in each party.

our fees

Remember: Your cost is based on the number of invitations you send out, NOT per guest .
click here for fees
Our fee is due when you send us your guestlist.
The $25 deposit is to reserve your date, and set up your wedding page and database. It is separate from our fee and is not refundable once your date has been reserved, or deductible from your fee.

Your invitations MUST include the correct RSVP date, web address, Event Code, and toll-free number you were assigned.
We're sorry, but any bride who allows incorrect or incomplete contact information to be given to their guests will be charged an extra $50 in order to minimize the extra costs we will incur.*
Please check your invitations carefully!

IMPORTANT:
We do not send bills, or reminders. It is your responsibility to pay your fee when you send us your guestlist. Our computer will automatically freeze any account that has a fee which is more than five days overdue. If your account is "frozen", you will not have the ability to check your UpdatePage until your account is paid in full.

If your account is not "paid in full" by your RSVP date, callbacks will NOT be made or rescheduled.

Our fee is based on the number of invitations you send us to service plus any NOL's that come in which were missing from your original list.

update page

This is where you will check your RSVP's once your guests start responding. This is a password protected area. Once we receive your list, it will be imported to the database automatically. It is EXTREMELY important that your list be set up following the guidelines above or it will NOT appear correctly. You will be asked to check the list for accuracy once the list is entered online.
Please make sure you check your list BEFORE your guests start responding.

Although the database is an accurate reflection of your responses, there could be occasions where the numbers/names on your page will appear to randomly change. This is nothing to worry about. The numbers are being kept accurately, but the display appears abnormal because you are attempting to view the page at the same time someone is rsvping online to your wedding...or we are "updating" your page.

TIP: If you view your page late in the evening there is less traffic, and much less chance of this happening.

RSVPing online is a VERY simple process. The instructions are very clear and precise. I'm sorry, but we DO NOT give classes on computer use. If a guest puts his/her name in the box on your WeddingPage, but does not fill in the response box, THE RSVP WILL NOT BE RECORDED!

YOUR "ONLINE" RESPONSES
You can be assured that 100% of your online responses are being recorded.
Each response submitted is simultaneously recorded by two systems....the main system, and a backup.
Unless the entire website is down, it is impossible to lose a response.

As you will quickly find out, guests hate to admit that they neglected to respond, and blaming the computer for losing their response is today's equivalent of "The dog ate it"!
If there is no response recorded by a guests name....
THEY DID NOT RESPOND!
For your own peace of mind, we encourage you to test the system at anytime. Simply use "test" in the name boxes, and we'll remove them from your count when we update your page in the evening.

YOUR "PHONE" RESPONSES
Just as the online responses are backed-up with a secondary system, so too are the phone responses.

Your phone responses are taken by an experienced staff member, AND every call/conversation that comes into this office is recorded. The tapes are checked nightly to verify that the responses posted online are 100% accurate. The computer will not allow ANY nightly updates to be recorded until EVERY call that comes into this office has been accounted for.
A phone response cannot be lost or posted to a wrong account!

callbacks-final report

It's a sad comment on today's society, but unfortunately it will be necessary to call many of your guests in order to get their response.
The callback portion of our service is only as good as the guestlist you send us. If you provide us with work numbers, duplicate numbers, or non-US numbers etc..., we will not be able to give you an accurate count. .
DO NOT LIST ONE PHONE NUMBER FOR MULTIPLE INVITATIONS....they will NOT be called.
Calls are placed to U.S./Canada HOME phone numbers only.
Please make your list up correctly.

Callbacks, and your RSVP date
cannot be rescheduled for any reason
once your RSVP date has been entered into the database.
Unless you have requested in writing that we not place calls to your guests, callbacks will be started the day after your RSVP date, and continue for a maximum of three days. If you have an outstanding balance that is not paid by your RSVP date, or we have not received your guestlist, callbacks will NOT BE MADE. It is your responsibility to send us your guestlist and your payment ON TIME!

After all calls are completed, your UpdatePage will display the results of our calls, and you will receive a Final Report. The Report will indicate any guest we were unable to reach...along with the total number of calls made to your guests. Please let us know if you do not receive your report within 5 days after your calls are completed.
We will contine to record callback responses until the day before your wedding unless you request in writing that we close your wedding and stop accepting further responses.
You may request that we "close" your wedding at any time.

Our offices are closed and we do not make callbacks on any holiday.
If your callback days include a holiday, we will resume calls the following day. Although our offices are closed to incoming calls on weekends, we do callbacks on Saturdays and Sundays. Please make sure your invitations show that your guests can call to respond M-F ONLY!

We do NOT provide callbacks to guests who have not been given the opportunity to respond on their own (2 weeks minimum).
If during the callback process we find that incorrect/incomplete contact information has been put on your invitations, callbacks will be STOPPED IMMEDIATELY. You will be responsible for paying a $50 additional charge before callbacks will be resumed. Please do not create this situation for yourself or our callback staff. If incorrect or incomplete contact information has been printed on your invitations, please NOTIFY US IMMEDIATELY and take care of your additional fee. This additional fee cannot be paid online by credit card...a personal check or Money Order must be mailed to our office. YOU WILL NOT BE HAPPY IF WE SUSPEND CALLS!

All guest phone numbers and any outstanding fees must be in our posession at least two days before your rsvp date in order for callbacks to be scheduled.
UNDER NO CIRCUMSTANCES will we provide callbacks if we receive a list less than 2 weeks before the RSVP date unless you pay an additional $50 charge. Please be sure that you send us your list on time!

If a guest has RSVPs directly to you, just send us their name(s), and we'll mark their response(s) accordingly.
DO NOT be tempted to call your non-responding guests before we do!!!
It is the heighth of rudeness to repeatedly call guests to get their response. Our calls start the day after your RSVP date, and under no circumstances should a guest be called before that date.
We will suspend callbacks if we find that your guests have already received a reminder call from someone other than our staff.

PLEASE NOTE:
"Callbacks" are a VERY important part of our service. We STRONGLY advise that you take advantage of callbacks. Regardless of what you would like to believe, MOST OF YOUR GUESTS WILL NOT RESPOND, and if you do not allow us to provide this service for you, you WILL NOT receive an accurate guest count.

We do not place callbacks outside the continental United States, to guests for any wedding that is not "paid in full" before the RSVP date, places of business, cell phones, guests who have blocking devices on their phones, phones that belong to a "friend" or "relative" of a guest, the same phone number for multiple guests, anyone who is only listed as "Mr." and/or "Mrs.", anyone not on the original guestlist, or who have no English speaking members.
We will of course gladly accept rsvp's from these guests.

We are not responsible for data lost in transmission, temporary website outages, or guests who do not respond to our reminder calls. We will not accept calls from any guest who is beligerant, under the influence, or who does not know the names of the bride or groom.

wedding page

It is your responsibility to check your Wedding Page for any errors or missing information BEFORE your guests start visiting. Any changes or updates to your webpage must come from either the bride or the groom, and be sent to us in a straight email so that we have documentation in your file. Please DO NOT send any updates in an attachment....they CANNOT be opened! We can ONLY accept two attachments from each bride....your guestlist and a picture. Although we try our best, errors do occasionaly occur. Just notify us by email if there's an error on your WeddingPage, and we'll correct it immediately.

We provide detailed maps on your Wedding Page, and we'll be happy to refer guests who call us to your Wedding Page for driving directions if needed. We DO NOT provide driving directions to guests who call under any circumstance. We have no control over how your guests write down directions and we don't want to get your guests lost!
Please do not indicate on your invitation that we will give your guests driving directions.

If you have a personal webpage that gives additional information about your wedding, we will be happy to provide a hot link on your
Wedding Page to the other site.
To avoid confusion, DO NOT set up any type of RSVP form on your site. Guests MUST respond on OUR site...and by using our toll-free number.

We cannot provide hot links to any commercial website.
Mapquest, Registry, and Personal Wedding Website links are the only outgoing (hot) links permitted on your Wedding Page.

PLEASE NOTE:
Spam Filters will occasionally cause emails to be sent to a "delete" file. Because of this, we make it a practice to respond to ALL emails sent to us within a few hours. If you do not receive a response to a change/update, please notify us...it means that we did not receive your email.
You can send any info to us at:
rsvp@RSVP-etc.com

If you have any questions that we havn't covered, please give us a call at 1-888-282-0427 24 hrs a day M-F
anytime via email- 24/7
If you have an emergency during the weekend, just request a call in an email, and we'll get back with you as quickly as possible!

Please note:
It is very important that you check your email account often. All of our communication with you will be done via email.
You may call us at anytime, but unless there is an emergency with one of your guests, we will always communicate with you via email so that we have written documentation for your file.

Your acceptance of the terms on this page is understood should you choose to send us your guestlist
Please read them carefully

Our desire to provide you and your guests with a completely worry-free and delightful experience is of paramount importance to us.
We are well known throughout the industry for the excellence of our performance and
our only goal is to make it possible for you to completely relax and attend to the many other details involved in planning your wedding,