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RSVP Form Template and Tracker

What goes on an RSVP form?

An RSVP form collects a yes or no from each invited guest, plus the few details you need to plan. Keep it short. Every extra question is one more reason for a guest to stop.

This guide gives you a field list to copy, a tracker table to log replies, and a way to decide when a spreadsheet stops being enough. For a full registration form with tickets and payment, see the event registration form guide.

Updated by the Eventdex team

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The fields an RSVP form needs

Start with the first four. Add the rest only if you will use the answers.

RSVP form fields, with when to include each
FieldTypeInclude when
Full nameShort textAlways
EmailShort textAlways, to send confirmation and reminders
Attending?Yes / No choiceAlways
Number of guestsNumber or choiceGuests may bring others
Guest namesShort textYou need names for badges or seating
Dietary needsText or checkboxesYou serve food
Access needsTextYou can act on the answer
NotesParagraphYou want questions or comments

Copy-ready RSVP form

Paste this into any form tool or document. It is a sample. Edit the brackets.

Sample RSVP form (edit before use)

[Event name] - RSVP
Date: [date]  Place: [place]
Please reply by [deadline].

1. Full name *
2. Email *
3. Will you attend? * ( ) Yes  ( ) No
4. How many people, including you? [number]
5. Names of your guests
6. Dietary needs ( ) None  ( ) Vegetarian  ( ) Vegan  ( ) Gluten-free  ( ) Other: ____
7. Anything we should know?

* required

Thank you. We will send a confirmation to the email you gave.

An RSVP tracker table

A tracker is the list you work from. One row per invitation. Keep the same columns every time.

RSVP tracker layout with sample rows (fictional)
NameStatusGuestsDietaryNotes
[Guest A]Yes2VegetarianNeeds step-free access
[Guest B]No0-Sent regrets
[Guest C]No reply--Remind on [date]
[Guest D]Maybe1NoneWill confirm by [date]

Keep the status column simple

Use four statuses: Yes, No, Maybe and No reply. Add the totals at the top of the sheet.

Review it on the reminder date. Everyone marked Maybe or No reply gets a short message. After the deadline, update each Maybe to a Yes or No, so your final count is clear.

When to move from a spreadsheet

A spreadsheet is fine for a dinner or a small meeting. Signs that you need more:

  • Replies arrive by many routes

    Email, text and phone all need to land in one list.

  • You need tickets or payment

    A form that takes payment needs registration software.

    Event registration software

  • People need confirmations and badges

    Automatic emails save you from sending each by hand.

  • The list is long

    Past a few dozen replies, errors creep into a manual sheet.

What Eventdex's pages describe

According to Eventdex's pages and help center, a registration form is built from tickets, registration questions and a registration template. Questions can be asked once per order or once per attendee, and marked required. Forms can be embedded on your own website or shared by short URL, and a ticket can have a waitlist.

Eventdex's pages do not describe a standalone RSVP tracker template. Use the table above if you stay in a spreadsheet.

The Eventdex platform

From a reply list to registration

Further reading

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“It's easy to use and interfaces very well with our needs. The scheduling function is awesome. It allows our companies and partners to schedule their meetings with no assistance thus reducing time and resources. In addition, if there are any snags in scheduling, the Eventdex staff takes care of your needs immediately.”
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FAQ

RSVP Form Template and Tracker: common questions

What fields should an RSVP form have?

Name, email and a yes or no at minimum. Add guest count, dietary needs and notes only if you will use them.

How do I track RSVPs?

Keep one row per invitation with name, status, guests, dietary needs and notes. Review it on your reminder date.

Is an RSVP form the same as a registration form?

They overlap. An RSVP form gives a yes or no. A registration form often adds tickets, payment and attendee details.

Is a spreadsheet enough?

For a small event, yes. Move to registration software when you need payment, confirmations or a long list.

Does Eventdex offer an RSVP form?

Eventdex's pages describe registration forms with custom questions, embedding and waitlists. They do not describe a form called an RSVP template.

Go beyond the spreadsheet with Eventdex registration

Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.

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