# Multi-event RSVP tracker instructions and messages


Open people.csv and event-responses.csv as separate sheets in your spreadsheet app. This is a generic manual tracker, not a promised aiDo import format. Examples are fictional; remove them before using the files for your guests. Share personal data only with the people who need it.

## Set up

1. Give every person one stable person_id and every household one household_id.
2. Give each event a stable event_id. Use one response row per person/event combination.
3. Keep invitation separate from response. Suggested response values are attending, declined, pending, and not applicable (only for not invited).
4. Replace unknown with verified information as it arrives; do not guess.
5. Keep sensitive request details in restricted notes. The shared sheet needs a follow-up status, not a medical history.
6. Confirm the exact meal and transport counting rules with the relevant supplier.

## Count and validate

In event-responses.csv, event_id is column B, invitation is D and response is E. In Excel or Google Sheets a count for confirmed E02 attendees can use:

`=COUNTIFS(B:B,"E02",D:D,"invited",E:E,"attending")`

Expected sample result: 3. Change attending to pending for the sample's 1 outstanding invited response. For E01, expected counts are 1 attending, 1 declined, 1 pending and 1 not invited. Exclude the not-invited row from RSVP completion calculations.

Do not count total rows as guests: the same person appears at multiple events. These files do not automate duplicate or state validation; review it manually or add your own checks.

- [ ] Each person_id exists once in the people sheet.
- [ ] Each person/event pair exists at most once in the response sheet.
- [ ] No uninvited row is marked attending.
- [ ] Every pending invited response has an owner and follow-up action.
- [ ] A requested transfer is separate from a confirmed transport arrangement.
- [ ] A changed response has been reconciled with affected suppliers.

## Reminder library

**Before the deadline**

Hi [name], a quick reminder to reply for [named guests] for [event/date] by [deadline] at [method/link]. Your invitation lists the events for each person. Let [contact] know if you need help. Thank you!

**After the deadline**

Hi [name], we're finalizing [event] numbers with [supplier/team] on [date] and haven't received your reply for [named guests]. Could you let [contact] know by [time/date] whether you can attend? If plans are uncertain, please tell us so we can discuss the options.

**One missing detail**

Thank you. We have [names] attending [event]. Could you confirm [one missing detail] by [deadline]? You can reply directly to [contact/method].

**Changed reply received**

Thanks for the update. We've recorded [change]. [Owner] is checking [meal/seat/transport arrangement] with the relevant team and will confirm what's possible by [date/time].

**Revised arrangement confirmed**

Your updated arrangement is confirmed: [specific details]. This replaces [previous instruction]. Please save this message and contact [owner] if anything changes again.

## Change log

| Changed on | Person ID | Event ID | Previous value | New value | Supplier/owner informed | Confirmation received | Guest informed |
|---|---|---|---|---|---|---|---|
| | | | | | | | |

## Test invitations before sending

Preview these three cases: a person invited to every event, a reception-only guest and a household whose members have different invitations. For each, verify the names and events shown, what a reply changes, and what confirmation the guest receives. Check that a household reply cannot accidentally accept an event for an uninvited member.

## Work a cancellation through the services

**Fictional change to the sample:** Leo cancels Saturday's E02 reception. Change his attending response to declined and record when it changed. E02 then has 2 attending and 1 pending; Casey still needs a reply. Leo had no shuttle request, so the 2 existing shuttle requests remain unchanged. The supplied CSV keeps the original sample; this is an exercise to apply to a copy.

| Check after a changed response | Actual action | Owner | Supplier acknowledgement / remaining cost |
|---|---|---|---|
| Other events affected | Ask which invitations the change applies to | | |
| Meal count and any individual meal | Request change; check binding-number deadline | | |
| Seat/table/place card | Remove or revise the actual assignment | | |
| Outbound transport | Cancel only the affected assignment | | |
| Return transport | Check separately | | |
| Host-held accommodation | Check contract and booking owner | | |
| Guest confirmation | Send confirmed changes and unresolved items | | |

A changed RSVP does not cancel a hotel or release a guaranteed catering charge by itself.

## Turn dietary requests into a serving instruction

Record the person, event, caterer's acknowledgement, agreed identification/serving method and who answers questions on the day. Put detailed personal information in restricted notes shared only as needed. A generic total such as “three special meals” does not tell the serving team which person receives which meal. Ask the guest and caterer to resolve an unclear request; do not mark it handled because a note was forwarded.