They were extremely meticulous, proactive, and always on top of things. Calm, thoughtful, and solution-oriented through the chaos of wedding planning.
Wedding RSVP client · Bengaluru
Guest management · RSVP · hospitality desks
RSVP and guest management that turns a list into a plan
We send the invitations, call the guests who go quiet, track each ceremony on its own, and turn the answers into a rooming list, a car roster and a count your caterer can work from.
Per-ceremony tracking
Human follow-up calling
Hotel rooming lists
10,000+Guest RSVPs managed
Trusted by
- 10,000+Guest RSVPs managed
- 250+Events delivered
- 150+Vehicles on call
- 20+Hotel & venue partners
What professional RSVP and guest management actually does
The difference between software and a service is who does the chasing. An app records whoever responds. Our guest-relations executives work down the list until every name has a status, and log what was said.
- 10,000+ guest RSVPs tracked across multi-ceremony Indian weddings
- One guest record feeding catering, hotels, transport and gifting
- Families hire us directly; so do planners who hand the guest list to specialists
What we record for every guest, and where it goes
One conversation, so a guest is asked once rather than four times by four vendors.
Fields you do not need are switched off. Corporate delegates add company and designation before invitations go out.
DIY forms and apps versus managed RSVP
For a forty-person dinner a form is enough. For a 300-guest, five-ceremony wedding, the gap looks like this.
| Guest list task | DIY forms and apps | With PlanItBetter |
|---|---|---|
| Sending invitations | One bulk blast with a form link; every ceremony lumped into one yes or no. | Personalised invitations and reminders per ceremony, from save-the-date to final confirmation. |
| Chasing non-responders | Automated nudges get ignored; the family calls uncles at midnight. | Trained callers follow up until every response is recorded, with notes against each guest. |
| Elderly and non-tech guests | Forms sit unopened; grandparents never appear in the data. | A person calls, records the response and preferences, and updates the tracker. |
| Per-ceremony headcounts | One combined count; the caterer over-orders the haldi and under-orders the reception. | Separate live counts per function, shared with caterers and venues. |
| Changes in the final week | A cancelled flight means redoing the sheet, the hotel note and the cab by hand. | One update to the guest record re-times the chauffeur, holds the room and warns the desk. |
| On the day | The family fields lost-guest calls mid-ceremony. | A staffed hospitality desk, arrival tracking and 24/7 dispatch, so the family stays in the mandap. |
The eight-week RSVP timeline
Closer than eight weeks? We regularly take over half-finished spreadsheets. The calling simply starts sooner.
01
Weeks 10 to 8: the list
Family lists cleaned and de-duplicated, invitations per ceremony agreed, one guest record built.
02
Weeks 8 to 6: invitations out
Save-the-dates and digital invitations per ceremony, with RSVP flows and a first reminder.
03
Weeks 6 to 3: the calling
Callers work the non-responders name by name, collecting travel, stay and dietary details.
04
Final 3 weeks: numbers lock
Rooming lists to hotels, car allotments to dispatch, counts to caterers, seating to the venue.
05
→
Event week: on the ground
Desks open at hotel and venue, arrivals tracked flight by flight, dispatch answering guest calls.
Send us the list
Guest count, ceremonies and dates; an itemised scope comes back, not a bracket.
What changes the price of guest management
Itemised, per service. You never pay for a desk you did not want staffed.
Guests, and how many are outstation
Two hundred local guests is a calling job. Two hundred flying in adds a travel desk and a rooming list.
Ceremonies and venues
Each function is a separate list, count and often a separate movement plan.
How much calling the list needs
A tidy list takes one round. A list built from three phone books takes several.
Whether travel and stay are included
Collecting flight details is one thing; holding rooms and building an airport roster is a bigger scope.
On-ground hospitality hours
Desk hours, number of ushers and days needed. Three days from 6am is not one reception.
Gifting and reporting extras
In-room hampers, return gifts by tier and a daily written report, each priced as its own line.
What clients send us when it is over
Everything from WhatsApp invites to personally calling guests and coordinating with the hotel was handled so smoothly. Highly recommend them.
Wedding client · Bengaluru
More than satisfied with your logistics service. The whole team was polite, friendly and welcoming.
Event client
Thanks for your help and support during our stay in Hyderabad. Your staff was also very cooperative and helpful.
Guest · Hyderabad
Answers before you ask
Sends invitations, tracks responses per ceremony, makes follow-up calls, collects travel, stay and dietary details, and gives you live headcounts, so caterers, hotels and transport are planned on confirmed numbers rather than guesses.
Apps collect responses; they do not chase them. Our team calls non-responders, helps elderly guests who will not use forms, manages plus-ones and late changes, and connects the data to rooming lists and car allotments.
Yes, and it is standard for Indian weddings. Acceptances are tracked separately for haldi, mehndi, sangeet, wedding and reception, so you get per-ceremony counts for catering and seating, and transport follows who attends what.
Eight to ten weeks before the wedding: save-the-dates earlier, formal tracking once invitations go out, follow-up calls in the final three to four weeks. Travel and hotel coordination starts as soon as confirmations arrive.
Yes. We regularly inherit a spreadsheet, a WhatsApp group and a folder of screenshots, merge them into one clean record, remove duplicates and start calling the gaps the same week.
Know who is coming. Make every guest feel expected.
Share your guest count, ceremonies and dates. Our team sends an itemised proposal, typically within 48 hours.
Get a quote →
Our team replies within a day; a named lead owns your event.
or email hello@pib.events