Topic 5: Meeting RSVP Collection & Sign-Up Procedures

Topic 5: Meeting RSVP Collection & Sign-Up Procedures

Objective:
To efficiently collect RSVPs and prepare for appropriate space, staffing, and materials at school and district events.

Internal and External Stakeholders:

• Internal: Principals, Program Manager of Communications & Strategic Initiative, Secretaries, Event Staff

• External: Parents, Families, Community Members

Step-by-Step Operations Procedure:

1. Organizers determine if RSVP or registration is necessary. 

2. Google Forms, sign-up sheets, or third-party platforms are created.

   • If needed, a field use and/or facilities use form will be distributed to the interested party from a member of the Business Office. 

3. RSVP deadline is communicated and monitored.

4. Participant list is shared with presenters and logistics staff.

Step-by-Step Communications Procedure:

1. RSVP link is embedded in all event invites (email, website, social media).

2. A reminder to RSVP is sent a week before the deadline.

3. Confirmation or thank-you email is sent to respondents.

4. A final participant reminder is sent the day before the event.

Possible Communication Mediums:

• Email with RSVP Form

• Mobile App Notification

• Website Event Topic

• Social Media Post with Link