How to get necessary information from wedding guests so they can get into reception?

Question

Changing venues is not an option so I have to deal with the new rules.

My reception will be on a military installation and we just got notice of their new rules which will require me to give a list of names, date of birth, and state of issue for the drivers license of all guests age 16 older.

I'm not happy about this change in the policy, but the place is awesome, the price is fantastic and deposits are made.

Should I try to collect this info on the response card (space could be an issue) or reach out to guests once they have RSVP'd as a yes? Or maybe scrap the RSVP cards I have and insert a postcard which would provide enough space for the info?

How do you suggest that I inform the guests that this information is REQUIRED by the venue? Do I advise them that if the information is not received or accurate that they could be denied access to the reception site or just not fill them in on this info?

The only positive I see is that if someone doesn't RSVP they won't be on the list and won't be allowed into the venue so it will definitely avoid non-responders from showing up.

I appreciate your help.

Answer 1

Woah that is insane they need that much information. In your invitations, mail the usual invitation, reply card, etc. As a separate piece of paper, explain the rules of the venue, and apologize in the letter for the inconvenience and invasion of personal space. Yes, I would include in the letter that if they don't provide the information, they may not be allowed to enter. On the back of your reply card (make the card as big as possible) have all the information they need to supply, and on the other side have the simple yes or no if they are coming.

The letter could look something like this:

The reception will be held on a military installation called ______ (venue name) at 123 ABC street, CITY. Due to the requests of _______(venue name) each guest is REQUIRED(have this word underlined, in italics or both) to provide information for safety reasons of the venue. We, (husband-to-be name, wife-to-be name), apologize for this invasion of privacy, but your presence at our wedding would be greatly appreciated. If you are able to come, please fill out both sides of the reply card and mail them back to us by January 15, 2009. Again, we cannot stress enough, if you plan on attending, the information on the back of the reply card is REQUIRED and without it ___________(venue name) may refuse your entry.

Please accept our apology for this inconvenience, and thank you,

husband-to-be name and wife-to-be name

Answer 2

Do you have a wedding website?

If so you could direct guests to the website.

Otherwise I would contact each guest AFTER the response card is sent to you.

If you put it on the response card, you might get those who aren't sure if they are coming RSVP'ing anyway.

Answer 3

I would definitely put the request for this information on the RSVP card.  Include an extra note in your invite (on the RSVP card maybe) explaining the situation/and that they won't be allowed in (it seems perfectly understandable) and list the information needed with blank spaces for them to fill in.

Name: ___________

Date of birth: ___________, etc.

That way, you will only need to make phone calls to people that don't include the correct information, etc. and anyone that doesn't RSVP in time (which every bride knows is time consuming in itself).  Calling each guest and writing down all the information over the phone will be a ridiculous amount of work for you.

Good Luck!

Answer 4

IN this case, I think the more honest you are with your guests, the better.  Just be straight with everyone and tell them that because of new policies instituted by the reception venue, the following information is required of all attending guests.  Also let them know that if the information is not received then entry will be denied.  I also think that a new RSVP card should be utilized to gather all the necessary information.

Answer 5

i like the idea of a postcard sized rsvp card. i would make sure to inform your guest as to why you need this info. people are a lot more likely to cooperate if they know why you need this info. if they don't provide it then give them a call and find out in person. i would also call anyone who doesn't rsvp and double check on what they will be doing

Answer 6

Set up a website for the guests who RSVP a yes to register that information. Then you can just print it out for the gatekeepers. If you have a wedding website it should be easy enough to set up a tab, then they can fill in the info and it will go straight to you. That way no one but you and the military will see the info rather than having them sign up on a big list.

What a hassle!

Answer 7

Hi.  Don't worry about getting this information.  I think everyone will understand why this information is necessary (the military installation.)  I used to live by an Air Force Base and way before 9/11 they wanted this info in order to get on base, so it's no big deal.

You could EITHER reach out to these people once they have RSVP'd, or, if it was me, I would totally go with another RSVP card.  The problem with trying to "reach out" once you get an RSVP back, is....well...telephone tag...no email, etc.  This could be a very big hassle for you.

Again, if it was me, I would send out another postcard "size" RSVP and include all the pertinent information that you need and explain why in a short (very brief) statement.  (This information is required in order to obtain access on a military installation).

Now, however, I would still include an ENVELOPE (with stamp) to mail it back, as most people will feel strange putting all of this information on a regular postcard for everyone and their brother to read.

Those are my thoughts.  Hope this helps!

Answer 8

I would create a new RSVP informing your guest of this requirement. Just be honest with your guests, they'll be happy you were! And it sounds like it might save you a step from having to get in touch w/ everyone after you receive the RSVP.