In it’s strictest interpretation, the RSVP© Software will record and use three different forms of these requests.
Terminology: in the RSVP© System, the person who issues a request is termed a “Reqester”, while the subject of a request is called a “Requestee”.1
- Sit With: just as the name implies, this is a request to sit-together. It is initiated by an entry in the record of the requester. A “Request For” panel from a guest record is shown below:
This sample is from a 5X corporate retreat; the guest record is for a “Mr. Todd Lowden” of “President and CEO of ABC Corporation” who has requested Dr. Folsom, Ms. Levine and
Mr. Richie. Mr. Lowden is very senior so his request priority is “99”. Having a priority for requests helps to resolve conflicts if there are multiple requests for one person. In the “Request For” panel there are two lines of information for each requestee.
1. The top line shows:
- The requestee’s participation or status in each event.
Gray check - - indicates that the requestee is attending
Red X - - indicated that the requestee is not attending
For example, Mr. Folsom and Ms. Levine are not attending the last night’s dinner, while Mr. Ritchis is not attending the first three nights.
- The requestee’s name, title and organization.
- The number of total requests total for that requestee.
2. The second line shows if and when the request was satisfied.
- A blue ribbon - - indicates the request was met.
- A yellow X - - indicates that the request was not met.
In the case of Dr. Folsom, the request as met on the first night.
The “Requested by” panel from Mr. Richie’s (the requestee of Mr. Lowden) record is below.
It shows that the two requesters for him are Todd Lowden and Sara Anderson. Note that the panel shows that Sara Anderson is not attending the last night, while Richie is attending only two nights. This information indicates:
- That it would produce more satisfied requests to put Richie with Anderson on the 4th night and with Lowden on the 5th Night.
- The optimal solution might be to put Anderson and Ritchie at Lowden’s table on the 4th night.
- Golf With Requests. This is usually only activated when there is a golf event in the mix.
- Don’t Sit With Requets. This is useful if there are issues with guests being seated together, such as divorced couples, litigants in a law suite, competitors, etc.
The three other forms of information that may impact the seating decision are:
- Personal Requests: This field might contain a request like “Anyone from Florida” or the like.
- Grouping Data - almost always results in an attempt to assign the group together, or to contiguous tables.
- Association Links: usually used to indicate a special relationship, like “parent-child”.
The RSVP© Software has taken this bane of the of event planner and turned it into a distinct advantage. Not only does it record the information and display it during the assignment decision process, but it also uses it while performing auto-assign.