Ensuring the secrecy of your private events can be challenging. With the existence of many different communication channels available online, any private event link could be shared easily -— and very quickly. This can be a barrier for some event organizers to list their events online, simply out of fear that uninvited guests may add themselves to the list of attendees.
Takes a look at how GEVME can be the RSVP solution for your private event, preventing the registration of attendees outside your guestlist, while having your event hosted online to simplify your invitation and RSVP process for prospective guests.
2. Create an Online RSVP Event in GEVME
Start by creating an event in GEVME, defining the event URL you want guests to access and submit their responses. Once you have access and rights to create an event, at the bottom of Event Creation, you would 3 options of Registration type:
Upon creating RSVP-type event, you would see a blue portion to differentiate between normal event, and rsvp event:
By having your private event online, it will save your guests a lot of time when responding through email, thus releasing you from all the unnecessary paperwork and calling just to confirm attendance. All they have to do is select Yes or No to confirm their attendance status.
Once you have your event ready, be sure to change the Privacy setting of your event to Private — Invitation Only. This way, only guests who have received your event invitation email can RSVP for the event, preventing any unwanted entries into your guestlist.
Make sure to check if your event have a ticket by accessing "Tickets" option. If your newly created event shows the below notification:
Simply click on "Create another ticket" and name the ticket "Registration", as this is for the purpose of RSVP event creation.
3. Import Your Attendees’ List
First, make sure your Attendee list has "Ticket Name" Column by ticking the "Ticket Name" of Column List:
Here is how the Columns look like in general.
Next up: importing your attendees’ list online. First, customize your Attendee form fields to capture the information you are about to import. This information will be used to pre-populate the RSVP Forms later on.
After collating the list of guests you wish to invite to your private event, compile them in a .csv file and import the list into GEVME. From our platform, you will be able to send event invitation emails easily, have them RSVP and automatically confirm their attendance within the system. For those that did not respond, you would be able to easily track them.
The fields you should have input:
1. Ticket Name - Registration.
2. First Name
3. Last Name
The Ticket Name here is for the system to identify the correct recipients that are invited. Without inserting the correct ticket name, your recipient upon clicking on "Yes" or "No" will encounter error notification as below:
For RSVP events, the recipient upon receiving the invitation, can respond Yes and No. By responding Yes, they will be led directly to RSVP Yes form, without landing at event landing page. By responding No, as an event organiser, you have the option to either show them a "No" Form similar to "Yes" Form, or show them a generic (customizable) message.
4. Customize Your RSVP Yes Form
Before you send your event invitations, make sure your forms are properly customized and ready to receive the responses your guests will give.
Go into Forms under Event Settings and customize the Attendee form. This is the form that guests who RSVP Yes will see. Add the relevant form fields to capture the information you need — but more importantly, prepopulate these fields from your invitees database that share the same fields in the Invitee form. This will save a great amount of time for your guests, giving them more incentive to respond as their personal particulars have already been filled in by GEVME.
5. Prepare Your RSVP No Form
As much as we would want all guests to RSVP Yes, we have to be prepared for the No outcome. GEVME comes with a prebuilt RSVP No form that you can also customize, allowing you to capture reasons for why a guest is not attending etc. Gain insights into how your future events can be optimized and improved, encouraging a bigger turnout the next time.
Automated Messages and Emails
This section is where you can customise the messages after the recipient responding Yes/ No. It has some difference from the normal registration or ticketing type with the following Messages:
- RSVP Cancelled Message
RSVP No Confirmation Page Message
RSVP Yes Confirmation Page Message
RSVP Waiting List Confirmation Page Message
6. Allow Guests to Update Responses
Depending on your event’s guidelines, you can also enable the option to allow guests to update their particulars after responding.
Should a guest change his or her mind, he or she will be able to switch their responses from Yes to No, or vice versa. Customize the user experience further by displaying messages appropriate to the response, giving a sense of personalization, and also showing that you as an event organizer care about your guests.
7. Send RSVP-Ready Invitation Emails
GEVME comes with a set of ready-made email templates which you can quickly customize and send out. Yes and No responses are automatically built into the template, saving you the time in creating an RSVP specific email from scratch.
INVITATION EMAIL TEMPLATE
The system default "Invitation" for now will have this template:
In order for RSVP template to work correctly, you would have to change the CTA "Register" into CTA "YES/ NO" by following these steps:
1. Remove the CTA "Register Now"
2. Click on the blue button "Add content" and choose the new CTA "Yes/No"
3. In order to edit the text and color of Yes/ No, click on the "Edit" function (pencil icon)
4. Remember to click "Save changes" on top right after making the necessary changes
Each response will lead to its own registration form and acknowledgement, allowing you to collect different sets of data, or display messages specific to each response.
Once you have your email ready, proceed to send the invitations to your invitees in GEVME and have them start confirming their attendance.
8. Attendee Data Management
With the responses collected after the invitation period, you can go into GEVME’s Attendees module and analyze the data you have collected from your guests.
From the Grid, you can easily segment your data into lists according to the different fields you have specified. Some examples of segments you can create are:
Guests who responded ‘Yes’
Guests who responded ‘No’
Guests who left a reason for responding ‘No’
Guests who updated their responses
By filtering out these segments using Smart Lists or Static Lists, you can better understand the information you have, deriving actionable insights that allow you to improve your next event. You can also better understand what works, and what doesn’t.
To better help you with your event analysis, generate reports within GEVME to have an in-depth look into both your event and attendee data. Export CSV reports to share them with your team, allowing for easy collaboration and team analysis.
Creating a private event online does not necessarily mean the end of secrecy. With GEVME, you can create your RSVP event online, confirm attendance and also interact with your guests easily — all on one platform.
The best part?
Only your invited guests can gain access to your online event. No one else.