Guest list and RSVPs: who is coming, and what they do not eat

At a wedding with 80 guests, no RSVP arrives by word of mouth. So every event in Univents has a guest list — and an invitation link your guests use to sign up themselves. Both end up where they are needed: in the planning of the quantities.

The video shows the guest link from a guest’s point of view — RSVP, plus-one, diet and allergies — and how to add guests to the event yourself or send out links.

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You’ll find the individual steps written out below as well.

The guest list in the event

You will find it in the event's Guests tab. At the top sit the numbers that matter:

• Accepted, Pending, Declined and Plus-ones — how many guests said yes, how many are still open, how many declined, and how many plus-ones are coming along.
• Below that, the line you plan from: X accepted (+Y plus-ones) · planned: Z. At a glance you can see whether your planned guest count still matches what actually came back.

In the list itself, every guest shows their name, the RSVP status (Accepted, Pending or Declined), the number of plus-ones, and their diet, allergens and notes. Guests who signed up through the invitation link are marked as a Guest link; if the same name signs up twice, the hint possible duplicate points it out.

Export as CSV gives you the current state as a spreadsheet — handy when the seating plan is being made somewhere else.

Adding guests yourself

Not every guest fills in a form, and some acceptances arrive by phone. With Add guest you create a guest directly:

• Name (required) and Email (optional)
• RSVP status — Accepted, Pending or Declined
• Plus-ones — count up and down
• Diet — vegetarian, vegan, pescetarian, halal, kosher, gluten-free, lactose-free
• Allergens — from gluten-containing cereals through crustaceans, eggs, fish, peanuts, soy, milk, nuts, celery, mustard, sesame and sulphites to lupin and molluscs
• Severity — intolerance, allergy or anaphylaxis
• Note — free text, for example for a plus-one's diet

You can change all of it later from the guest row.

Do not skip the severity. With an allergy, the difference between “cannot handle lactose” and “reacts anaphylactically” is the difference in the kitchen. The Diet & allergies card warns you as soon as such a case is on the guest list.

Collecting RSVPs: the guest link

So that guests can sign up themselves, you need an invitation link. The Guest link (RSVP) card on the guests page is where you get it:

1. Create guest link — creates the link and stores it as the Invitation link.
2. Copy link — you send it to your guests the way you usually do (email, chat, invitation card).
3. Opens and Responses next to it show how often the link was opened and how many answers came in through it.

You can also set an upper limit: enter a number under Max guests (optional) and confirm with Apply. Without an entry (no limit) the link accepts as many acceptances as come in.

Univents does not send the invitation itself. You get the link and hand it out — so it stays with you who receives the invitation and when.

What the guest sees

The link leads to a lean page. The guest is asked Are you coming? — with I'll be there or Can't make it. Alongside that they enter:

• their name (Your name, placeholder First and last name)
• the number of guests they are bringing
• diet, allergies and severity
• a note, for example “my plus-one is vegetarian …”

Before the answer goes out they confirm their consent for their dietary and allergy details to be shared with you for catering this event and to be deleted with the event. Without that confirmation the details are not transmitted — they are voluntary and specially protected.

After sending, the guest sees a confirmation with two things they should know:

• a personal link they can use to change their answer at any time up to the event, plus Copy link and Send by email to send it to themselves
• the note that this link is for them alone, like a ticket

When the link no longer fits

The invitation link is not a throwaway — it is an access you control:

• Regenerate invalidates the current link, for example if it fell into the wrong hands. Edit links guests already received keep working, so their answers are not lost.
• Deactivate closes sign-up: no new acceptances can come in through the link. You can create a new one later.
• If the link leads nowhere — because it was regenerated, is invalid, or the guest list is full — guests see a matching message telling them to reach out to the host.

Diet and allergies at a glance

For the kitchen it is not the individual guest that counts but the sum. The Diet & allergies card summarises the list:

• X attending — the number of guests who accepted
• Diets and Allergens with their respective counts
• Notes in plain text
• and, where present, the warning Warning: anaphylactic allergy among the guests.

The same details sit in the functionsheet that Univents pulls for the event, in the Guests & dietary section. So production works with the numbers that are on the guest list instead of copying them over.

Adopting the guest count

When the acceptances drift far from your planning, the calculation has to move with them. Adopt guest count sets the planned guest count to what the list currently says. If a quote already exists, a freshly recalculated version is created — so the change shows up not just in your planning but on the document too.

Adopting with a new quote version is not included in every plan. If it is locked, Univents tells you where to look.

Your customer can do this too

The guest list is not only yours: in the EventHub Customer Portal your customer has the same list and the same invitation link under Guests. They can add guests themselves — or take the link and send it to their guests themselves. What they see there, and what you configure per event to enable it, is described in EventHub Customer Portal: What Your Customer Can See and Do Online.