The problem with a single RSVP
When an event runs across several days, guests attend different parts of it. Colleagues come to the main evening. Family comes to everything. The out-of-town people arrive Saturday morning and leave Sunday night. If your RSVP form asks "will you attend?", every one of those people ticks yes, and you learn nothing.
So you end up doing what everyone does: you order catering for the biggest possible number on every single day. That is the expensive mistake. At $35 to $50 a plate, being 60 plates over on a day that never needed them is more than $2,000 gone, and you pay it three times over.
How function-wise RSVP works
You set up your event once and list the functions inside it — a welcome dinner, a ceremony, a main reception, a farewell brunch, whatever the shape of your event is. Each one carries its own date, time and venue.
Every guest gets one link. When they open it they see the functions they were invited to and tick the ones they will attend. One tap each. No account, no app, no password.
Per-function counts
Friday 92, Saturday 238, Sunday 61. Real numbers you can hand to a venue.
Separate guest lists
Invite family to all five functions and colleagues to one. Nobody sees an invitation meant for someone else.
Meal counts per day
Dietary requirements are counted per function, not lumped into one total.
Live dashboard
Watch replies arrive. Export a CSV for the caterer whenever you want.
What you can ask on each function
Different days need different information. A welcome dinner needs a headcount. A ceremony three hours away needs to know who wants a seat on the bus. An evening reception needs to know who is drinking.
- Attendance — per function, per guest, including plus-ones
- Meals — vegetarian, vegan, halal, kosher, gluten-free, Jain, and allergy notes
- Transport — who needs a seat, and for which leg of the day
- Accommodation — which nights, how many rooms
- Drinks — useful when the bar is charged per head
- Your own questions — anything specific to your event
Transport, accommodation, drinks and custom questions are part of the Pro plan (CAD $50 for one event). Function-wise attendance and meal counts work on the free plan.
Chasing the people who have not replied
Roughly a third of any guest list does not reply the first time. Hloo Events writes the invitation message and the follow-up reminder for you, per guest list, in English or Hinglish. You copy it and send it from your own WhatsApp, so it arrives from a number your guests recognise rather than from a service they have never heard of.
The dashboard shows you who has not replied, so you are chasing eleven specific people rather than broadcasting to three hundred.
Setting it up
- Create the event and add each function with its date, time and venue.
- Build your guest lists — family, friends, work, whatever divisions you need.
- Choose which lists see which functions.
- Generate the invitation message and send the links from your own phone.
- Watch the counts fill in. Export the CSV when the caterer asks.
It takes about five minutes. If you would rather not do it yourself, send the invitation card to our WhatsApp and we will set the whole thing up for you.
Questions people ask
How many functions can one event have?
As many as your event actually has. Weddings commonly run five or six. Conferences and festivals sometimes run more. There is no cap that you are likely to hit.
Do guests need to install anything?
No. The link opens in whatever browser is already on their phone. No app, no account, no password. That matters when a chunk of your guest list is over sixty.
Can I invite different people to different functions?
Yes, and this is the main reason the tool exists. You create guest lists and choose which functions each list can see. A colleague invited only to the evening reception never sees the family lunch.
Can a guest change their answer later?
Yes. They reopen their link and update it. Plans change, especially for events booked months ahead, and your counts update with them.
What does it cost?
Free up to 400 replies with function-wise attendance and meal counts. Pro is CAD $50 for one event and adds unlimited replies, custom questions, and transport, stay and drinks tracking. Ultimate Planner is CAD $200 for up to five events.
Can I get the data out?
Yes. Export CSV at any time and send it straight to your caterer or venue. Most venues want a spreadsheet, not a login.
Other things Hloo Events handles
Start free, upgrade only if you need to
Free up to 500 guests. Pro is CAD 49. Ultimate Planner is CAD 199 for up to 5 events.