You’ve sent the invitations, and the RSVP cards (or online responses!) are rolling in. For you as the couple, this stage can feel like the final stretch of planning—but for us here at the venue, it’s where the magic of your physical layout truly begins. Circle of trust? It’s time to shift your thinking from “if you build it, they will come” to “if they RSVP’d, they get a seat”. 

We say it because we care about you. YOU are our center focus. We think your time, effort, and budget are valuable. It’s why we’ve got our floor plans down to a science and an art. Let’s walk through why those RSVP numbers are so important and give you a few tips to ensure your day runs smoothly.

When we receive your final guest count, we’re not just counting heads; we’re arranging your entire guest experience. That single number impacts every aspect of the setup, from the dance floor size to the total number of forks your caterer orders. 

Here’s a look at what we’re planning for behind the scenes:

• Venue Capacity and Safety: We need to ensure every single guest is seated comfortably and that all fire code and safety regulations are met. The final number determines if we can use an open floor plan or if tables need to be set closer together. Remember, your guest count and our headcount numbers will be different. Our headcount has to include vendors and staff to ensure fire code is followed. Your guest count is who you invite and will be seated at a reception table. 
• Aisle and Walkway Flow: Your final guest count tells us how many ceremony chairs are needed per row and how wide we can make the aisle without crowding the space. A wider aisle for a long train, multiple attendants or aisle decor requires fewer chairs per row, while a larger guest list requires a more compact setup.
• Table Layout and Guest Comfort: We build your floor plan around your final count. With an accurate number, we can ensure each guest has enough room at their table to enjoy their meal without feeling cramped. A few extra guests can impact the spacing for an entire table, so knowing for sure is key! 
• Staffing and Services: Vendors use the final guest count numbers to plan for service. This ensures they have adequate servers, bartenders, and food prepared so no one (who RSVP’d) is left waiting.

We know corralling RSVPs can be a challenge. Here are some tips to make the process easier on yourself and ensure we have the most accurate information possible.

1. Set a Firm Deadline: Set your RSVP deadline three to four weeks before the wedding. This gives you enough time to contact anyone who hasn’t responded and still meet the deadlines for final numbers with us and your caterer.
2. Follow Up Politely: Life is busy, and sometimes people simply forget. It’s perfectly acceptable to send a friendly text or email reminder a few days after your RSVP deadline to anyone who hasn’t responded yet. Keep in mind though that this is the most “plugged in” we’ve ever been and everyone has their phone on them all the time. *cough cough to the cousin who can’t commit to your Friday night wedding, but posts about their life every 15 seconds*
3. Use Seating to Your Advantage: We’ve all been to a wedding where everyone was sardined into their tables because the floor plan was maxed out–it’s not fun bumping chairs with neighboring tables. Give people some room to be comfortable. They want comfort over Pinterest perfection. We can offer great solutions to keeping your guest comfort level elevated but also allow for space and flow throughout the evening. 
4. Be Clear About Plus-Ones: For guests who didn’t indicate a plus-one, it helps to let them know that due to venue capacity, you were unable to accommodate additional guests. A gentle, honest approach works best.
5. Let Us Help: We have plenty of experience with headcounts! If you have questions about how a certain number of guests will fit into a particular seating layout, please ask. We’re here to help you understand the options and as an added bonus we can send you multiple digital layout options to help you visualize your perfect arrangement. 

Here’s the honest truth: please be realistic about your guest count. It’s OKAY (and recommended) to set just the number that RSVP’d. Setting for the “maybes, what ifs, and could show ups” will only waste money and space that you could put towards the guests that took the time to tell you they were coming. 

While it’s human nature to wonder about who will show up, trusting those RSVP numbers is one of the kindest things you can do for yourselves. By focusing on the definite “yeses,” you ensure every detail—and every seat—is dedicated to a guest who is truly present. Your wedding celebrates your love story. The best way to honor that story is to celebrate it with those who are committed to being there. At Geronimo Oaks, the goal is to ensure the final vision is everything you’ve dreamed of, filled with the people who matter most. 

Ultimately, the small effort you put into getting an accurate headcount pays off with a stress-free and spectacular wedding day. It allows our team to execute your vision flawlessly, so you and your guests can simply enjoy the celebration without any last-minute surprises or seating snags.