SayPro Guest List Template: A template to track RSVPs, special requests, and dietary preferences from SayPro Monthly January SCMR-17 SayPro Monthly On Site Management: Executionguest management SCMR
Objective
The SayPro Guest List Template is a standardized document designed to manage and organize guest information efficiently for SayPro events. It supports comprehensive tracking of RSVP status, contact details, special requests, dietary preferences, and VIP identification, ensuring that every attendee’s experience is thoughtfully planned and well-coordinated.
Purpose of the Guest List Template
- Track RSVPs and guest attendance
- Document contact details for communication
- Record special needs, accessibility, or security requests
- Monitor dietary restrictions or preferences for catering purposes
- Identify VIPs, speakers, or special guests requiring extra support
- Facilitate seating arrangements, name badge printing, and personalized engagement
- Ensure compliance with health and safety or regulatory attendance requirements
Core Sections of the Guest List Template
- Guest Identification and Contact Info
- RSVP and Attendance Status
- Guest Type and Priority
- Dietary and Special Requirements
- Notes or Comments
- Post-Event Feedback Tracking (optional)
1. Guest Identification and Contact Info
| Field | Description |
|---|---|
| Full Name | First and last name of the guest |
| Organization / Affiliation | Company, group, or institution |
| Email Address | Primary contact email for communication |
| Phone Number | Mobile or office number |
2. RSVP and Attendance Status
| Field | Description |
|---|---|
| RSVP Status | Confirmed / Declined / Pending |
| Date of RSVP | Date the guest responded |
| Attendance Confirmed | Checked-in (Yes/No) during the event |
| Check-In Time | Time of guest check-in on the event day |
3. Guest Type and Priority
| Field | Description |
|---|---|
| Guest Type | Attendee / Speaker / VIP / Media / Staff |
| Priority Level | Standard / High Priority / Special Security Clearance |
| Badge Name | Preferred name to print on name tag |
| Seating Allocation | Assigned table or row, if applicable |
4. Dietary and Special Requirements
| Field | Description |
|---|---|
| Dietary Preferences | Vegetarian / Vegan / Halal / Kosher / None |
| Allergies or Restrictions | e.g., nuts, gluten, dairy |
| Accessibility Requirements | Wheelchair access, sign language interpreter |
| Other Special Requests | e.g., translator, private meeting area, etc. |
5. Notes or Comments
A free-text field to capture anything not included in the above sections:
- Guest prefers not to be photographed
- Brings a +1 (Name listed)
- Requires parking pass
- Will arrive late or leave early
6. Post-Event Feedback Tracking (Optional)
| Field | Description |
|---|---|
| Feedback Received | Yes/No |
| Satisfaction Rating | Score out of 5 (if provided) |
| Key Comment | Highlighted note from survey or verbal feedback |
| Follow-Up Action Needed | Yes/No + Description |
Example Layout (Spreadsheet Format)
| Full Name | Phone | RSVP Status | Attending | Guest Type | Dietary Needs | Special Requests | Notes | |
|---|---|---|---|---|---|---|---|---|
| Thabo Mokoena | thabo@saypro.org | 0821234567 | Confirmed | Yes | Speaker | Halal | Mic and AV check at 08:00 | Brings assistant |
| Naledi Sithole | naledi@gmail.com | 0839876543 | Pending | No | Attendee | None | Wheelchair access | Will confirm transport |
Usage and Sharing
- Stored and updated in a shared, cloud-based spreadsheet or CRM
- Accessible to the event coordination team, catering team, front desk staff, and logistics manager
- Exportable to generate attendance reports, name tags, or check-in sheets
- Customizable per event scale (workshops, summits, launches, etc.)
Conclusion
The SayPro Guest List Template is a vital part of event management that ensures a smooth guest experience, proper resource allocation, and personalized engagement. It reflects SayPro’s commitment to professionalism, hospitality, and inclusivity at every event.