When a booking has a guest list, invited people reply on a public RSVP page that carries your venue's colours and branding. The organiser controls the event title, welcome message, practical details, cover photo and reply deadline; the venue, date and time come from the booking. This guide covers what guests see, how the organiser personalises the page, and how waivers are collected afterwards.
What guests do
The invitation page shows the venue, event date and time, organiser's message and reply deadline. It also shows any cover photo and event details the organiser has added.
- Enter a Contact name and Contact email.
- Under People in your group, enter each invited person's Full name and choose Yes or No for Attending?
- Use Add another person as needed. Include the contact as a named person if they are attending.
- Select Save RSVP.
Each person can give a different answer within the same invitation.
See the same RSVP form on a phone.
After using the shared link, the guest sees Check your email. Their email contains the private link for reviewing the response and completing waivers. Someone using their private invitation link can continue to the waiver step after saving.
The organiser receives an email when a group submits or changes its response. Guests can return through their private link and choose Edit response while RSVPs are open. They see only their own group, without other invitations or payment details.
Customise the RSVP page and set a deadline
On the organiser page, select Invitation settings. The invitation title starts as the session name. Change it to something guests will recognise, then personalise the page:
- Message for your guests is a short welcome or introduction, up to 2,000 characters.
- Event details has room for up to 5,000 characters. Add practical information such as arrival instructions, parking, a dress code, what to bring or an event schedule. Separate paragraphs with line breaks.
- Cover photo lets you add a JPEG, PNG or WebP image up to 5 MB. You can replace or remove it later.
- RSVP closing date is optional.
Check the preview, then select Save settings to apply the title, message, event details and deadline. Uploading or removing a cover photo saves that change immediately.
Use the preview to check how the invitation will appear to guests.
The preview uses the chosen photo and text with the venue's colours. The booking supplies the venue, date and time.
For example, a team social could include "Meet at reception 15 minutes before our session. Bring comfortable shoes; food is served afterwards." A private dinner could use the same space for a dress code and seating time.
These changes appear wherever guests open the RSVP page, including through a printed event code or their private response link. The page always uses the venue's colours and branding, and the event date, time and venue come from the booking. Ask venue staff to change those booking details if needed.
The details and photo can be seen by anyone with the shared RSVP link or event code. Add information intended for invited guests, and keep private contact or booking information out of this section.
A deadline is optional; replies otherwise remain open until the booking starts.
The closing date ends in the venue's timezone. If the booking starts earlier, replies close at the booking start instead. The page displays the effective deadline.
Use Close RSVPs to stop replies early. Before the booking starts, the organiser can select Reopen RSVPs to allow replies until the booking starts, then save a new closing date if required. Closing replies does not close outstanding waiver signing, which remains available until the booking starts.
If the shared link or code has circulated too widely, select Replace RSVP link and code and share the replacements. Both the old shared link and old printed code stop working. Contacts' existing private response links continue to work, so they can still review their own replies. Update any printed invitations before distributing more copies.
Collect waivers when required
The RSVP is saved before waiver signing begins. Guests can leave and return through their private link without losing their attendance response.
Guests complete applicable waivers after saving their reply.
Per-person waivers apply to attending people only. Each adult signs for themselves. Where the waiver allows guardian signing, a parent or guardian can sign for the relevant children, including several children in one signature. The guardian does not count as attending unless also named as an attending person.
The Needs a parent or guardian to sign their waiver option appears only when per-person waivers apply. Booking-wide waivers remain with the organiser.
People with identical names are tracked separately. Changing a signed person's name or guardian-signing status requires a fresh signature; previous signature records are preserved. Staff can use Link existing waiver, when available, to associate an eligible existing signature with the correct attendee.
Common questions
Can this work without waivers? Yes. Guests simply provide names and attendance responses.
Can an organiser personalise the invitation for any type of event? Yes. They can change the title, add a message and practical details, upload a cover photo and preview the page using the venue's colours. The venue, date and time stay linked to the booking.
What if someone loses their private link? They can use the shared RSVP page with the same contact email. BookingNinja emails access to their existing response; it does not reveal or overwrite that response on the shared page.
Where to go next
- Guest Lists and RSVPs: Turning Them On and Tracking Replies covers the session setting, sending the booker their link, inviting guests and managing the list as staff.
- Invitation Designs for Guest Lists covers printable invitations with a QR code and event code.
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