RSVP And Contact Information Survey Template
Used 53,000+ times
Collect RSVPs for an event you're hosting or simply gather people’s contact information.
Do you need to collect RSVPs for an event you’re hosting or gather people’s contact information in one place?
Use this expert-certified RSVP and Contact Information Template to create a customizable RSVP form that collects names, contact details, and event preferences. It’s a flexible RSVP template with copy-ready questions and a clear workflow to keep you organized from invitation to follow-up.
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Whether the event is personal or business-related, you can use this contact form to collect invitees’ names, addresses, and other key details so invitations reach the right people.
SurveyMonkey form templates are flexible, allowing you to ask for first and last name, address, phone number, and more. You can even customize this expert-written survey to include additional details you’d like included in your RSVP records. The information you collect stays organized in one place, making it easy to store and update people’s essential contact information for any purpose.
Here are some ways you can use our Contact Information Template:
- Get people to register for an event and take a headcount of signups with an RSVP poll
- Reach out to or follow up with customers, employees, or family
- Ask event guests and attendees for updated contact information, like mailing addresses and phone numbers
- Use the same RSVP list to send thank-you notes
- Turn it into an emergency contact information form
- Use it as a form template for adding new contacts to your address book
- Create an order form for employees to order company swag
To create a survey using the RSVP and Contact Information Survey Template, just sign up for a SurveyMonkey plan or log in to your existing account. You’ll be able to choose this template or any other event planning survey when you begin creating a survey.
Collect vital registrant details with these RSVP survey questions
For the vast majority of events—including weddings, corporate off-sites, virtual webinars, and community fundraisers—a small, standardized library of RSVP survey questions is all you need to capture critical planning details.
This template brings those essential questions together, enabling organizers to efficiently confirm attendance, plan food and seating logistics, and ensure every guest or attendee can fully participate without friction.
Core questions
- Will you attend?
- How many guests will be attending with you?
- What are the names of all attendees?
- What is the best email address and phone number for updates?
Food and drink
- Do you have a meal preference?
- Do you have any dietary restrictions or food allergies?
Logistics and inclusion
- Do you have any accessibility needs or accommodations we should plan for?
- How do you plan to get to the event (for example, driving, public transit, rideshare)?
- What time zone will you be joining from (for virtual or hybrid events)?
Optional
- Will you be bringing a plus-one, and what is their name?
- Do you have any seating preferences or people you’d like to be seated with?
- Would you like to suggest a song or activity?
Secure registrant information in a central platform
Collecting RSVP details inherently involves handling sensitive personal information, such as dietary needs, accessibility requirements, and contact details. A crucial privacy-first approach dictates collecting only the data strictly necessary for effective event planning.
Utilizing the RSVP and Contact Information Survey Template helps you streamline your process to minimize the personal data collected, enforce consistent privacy practices, and keep all sensitive RSVP data securely organized in one central location.
Here’s how to set up your form with privacy and compliance in mind from the start.
- Start with notice and consent. Add a short line at the top of your RSVP form to explain what information you’re collecting, how it will be used for the event, and whom to contact with questions. Many organizers include links to our Privacy Notice, Data Processing Agreement, and EU Data Transfer Statement and Subprocessor List for guests who want more details.
- Limit the fields. Collect only the details required to run the event. For example, registrant attendance, guest names, and core contact information, plus any essential logistics like meal preferences or accessibility needs. Use required fields sparingly for items that matter most to get an accurate headcount without collecting more personal data than necessary.
- Set retention and exports. RSVP responses are typically kept through the planning window, exported for final counts and coordination, and archived or deleted. Organizers often export results to CSV format to share guest lists securely with teammates or vendors.
Once your basics are in place, use built-in survey features to keep secure data collection simple:
- Email invitations. It’s easy to send customized RSVP invitations with our Email Invitation Collector. Schedule reminders at T-7, T-3, and T-1 days before an event, track who has responded, and monitor email performance. You can automatically send reminders or a thank-you email after submission.
- Easy-to-understand question types. Use familiar question types, like multiple choice for attendance (Yes/No/Maybe), short text for names, and dropdowns for meal preferences, to keep the RSVP scannable. Wording should be clear and straightforward. Only make fields required for items that are necessary for planning, and leave more sensitive or optional details voluntary.
- Simple data export options. Sometimes you may need to work with RSVP information offline or in other systems. Exporting responses to XLS (Excel) or CSV format provides a clean sheet for seating charts, catering counts, and checklists. Records can be archived or deleted once the event is complete.
How to use the RSVP Survey Template
Use the RSVP and Contact information Survey Template to run an end-to-end event workflow that feels effortless for guests and keeps your details organized. Each step below helps you collect accurate RSVPs, confirm attendance, and manage logistics from first invite to post-event feedback.
- Invite and share your form. Create your survey, then distribute it via the Web Link Collector via email, SMS, social media, or event pages. You can also send tracked messages using the Email Invitation Collector.
- Collect responses. Use your RSVP poll to capture names, contact information, and event-specific details such as meal preferences or accessibility needs. Make only the essential fields required so you gather accurate headcounts without unnecessary data collection.
- Send a confirmation. Show a confirmation screen or message that reassures guests their RSVP was submitted and includes key details like date, time, and location.
- Add a calendar hold. Offer a link or note that helps guests save the event to their calendars, which can increase attendance.
- Schedule reminder messages. Use a reminder cadence, such as T-7, T-3, and T-1 days before the event, to keep response and attendance rates high.
- Check in guests on the day of the event. Use your RSVP list as a check-in sheet. Some teams keep the form open on a tablet to mark arrivals, while others work from a spreadsheet export.
- Export the guest list. Finalize headcount and export responses to CSV to create sortable, shareable lists for seating charts, catering, or vendor coordination.
- Send a post-event feedback survey. Follow up with an event feedback survey template to understand what worked well and what to improve for your next event.
Get started with a ready-made RSVP Survey Template
Use the RSVP and Contact Information Survey Template to collect accurate responses, organize guest details, and streamline every step of your event workflow. Try the template now and begin collecting responses today.
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