How to run my RSVP event registration process in waves

When using a RSVP registration page for your event, and you have only a limited number of seats available compared to your full potential audience, you may wish to give priority to certain segments of your audience, so that they will have first access to register.

For example, let’s imagine that: 

• You have have a total RSVP guest list of 30 potential attendees.
• You have 12 seats available in terms of capacity for the event.
• You would like to prioritize your invitations as follows:
  • A specific group (group A) of 12 guests are the first ones you want to invite, and you want to give them full priority over the others.
  • A second group (group B) of 12 guests are the second ones you want to invite, and you want to allow them the chance to register only AFTER having already given the opportunity to group A, if there are still some remaining seats to be filled.
  • A third group (group C) of 6 guests are the third ones you want to invite, and you want to allow them the chance to register AFTER having already given the opportunity to group A and B to register, if there are still some remaining seats to be filled.

To accomplish this, you will need to follow the below steps:

1. Identify the three user groups in your workspace: group A, group B, group C. This can be done by creating a metadata field with a choice type with options for the groups (A, B, C) in the metadata manager, and then using the metadata to assign each users to their group.
    
2. Use email targeting to send the first wave of RSVP invitation emails to group A only.
    
3. Monitor the RSVP responses from group A, by accessing the attendance dashboard report (in the event attendance sheet), in the users report (attendance_status column), and in the individual user page in the workspace.
    
4. When you have received a sufficient number of RSVP responses from group A, and if you still have seats available for the event that you want to fill, use targeting to send out the second wave of RSVP invitation emails to group B.
    
5. Monitor the RSVP responses from group B.
    
6. When you have received a sufficient number of RSVP responses from group B, and if you still have seats remaining for the event, send out the third wave of RSVP invitation email to group C.

You can adjust this approach to suit any scenario you have, with any number of groups or any number of RSVP invitation waves.

You can use combine the targeting rules for your emails to your groups to reach even more specific segments of your audience, if needed.

You can receive daily email summaries of your event registrations, to keep informed of your event registrations.