The General Attendance Rule
Expect 70-85% of invited guests to attend a local event. This drops to 50-60% for events requiring travel. These are averages and your specific numbers will depend on several factors including how close the guests are to you, the day of the week, and the season.
Factors That Increase Attendance
- Close relationships (family and best friends almost always attend)
- Weekend events (Saturday evening is the highest-attendance time slot)
- Free events (removing financial barriers increases turnout)
- Advance notice (more lead time means fewer conflicts)
- Exciting theme or activity (gives people a reason to prioritise your event)
Factors That Decrease Attendance
- Weeknight events
- Holiday periods when people travel
- Events requiring significant travel
- Events with a cost (ticket or gift expectation)
- Short notice invitations
Using RSVPs to Plan Accurately
Digital RSVP tracking gives you exact numbers rather than estimates. Set your RSVP deadline early enough to adjust plans based on the actual headcount. Having real numbers eliminates guesswork and prevents both over-catering and under-preparing.
Planning for the Unexpected
Always add a 10% buffer to your confirmed headcount for food and seating. Some guests will bring unexpected plus-ones, and it is better to have extra than to run short. For drinks, plan on 2-3 drinks per person for the first two hours and 1-2 per hour after that.