Sending RSVPs early helps ensure a strong turnout and gives you the information you need to finalize travel, accommodations, and meal counts. Whether you're hosting a small team offsite or a larger company gathering, clear and timely communication is key.
The ideal timing depends on the complexity of your event, but a general rule is: the bigger or more logistically involved the event, the earlier the RSVP should go out.
Suggested RSVP Timeline
6–8 weeks before the event: Ideal for most domestic offsites with travel and hotel needs
8–10 weeks before large or international events: More lead time allows for flights, visas, or approvals
2–3 weeks for local, no-travel events: If no hotel or flights are required, a shorter window may be fine
Include a deadline: Set the RSVP deadline at least 2–3 weeks before your event to finalize headcounts
Note: The dates below are the minimum lead times for launching RSVPs—we recommend sending them out as early as 3 months in advance, especially for international events or those requiring travel.
What to Include in the RSVP via your Guest Website
Dates and location of the event
What’s covered (e.g., hotel, meals, activities)
Travel booking deadlines (if flights are being arranged)
Dietary or accessibility questions, if relevant
Clear RSVP deadline and how to respond
Pro Tips
Use automated reminders: If you're using RSVP tools or BoomPop’s guest site, set reminders leading up to the deadline.
Make the RSVP form simple: The fewer steps it takes to confirm, the more likely people are to respond quickly.
Follow up with stragglers: Use the reminders feature or send a quick Slack message to help gather the last few responses.
Sending RSVPs early makes planning smoother for everyone. Give your guests time to respond—and give yourself time to plan confidently based on accurate headcounts.