Sixty-One Guests Still Haven't Answered: AI RSVP Calls for Weddings and Events
Three weeks out, 61 guests haven't answered and the caterer wants numbers. How Heyevent calls invitees in their language and keeps the headcount honest.
Three weeks before the wedding, Selin, the planner, opens the guest list at 23:00. Defne and Jonas are getting married at a hotel in Bodrum. There are 240 invitations, two families and two languages. The caterer needs final numbers on Friday, and sixty-one guests still have not answered.
Selin has spent three evenings on WhatsApp. Jonas's aunt in Hamburg replied with a voice note in German that nobody on the Turkish side can follow. Defne's uncle wrote “we'll be four” on an invitation for two, and nobody has told him yet whether that is fine. Someone mentioned a nut allergy in the family group chat, and it scrolled away under forty heart emojis. On Friday Selin will send the caterer a number that is partly a guess.
Guesses cost money in both directions. The Knot's 2026 Real Weddings Study, based on 10,474 US couples married in 2025, puts the average wedding at 117 guests and $292 per guest, with catering alone averaging $80 a person (The Knot). An empty seat is paid for, and a missing one is worse. Dietary needs are the rule rather than the exception, too, as 56% of couples have to accommodate multiple dietary requirements (Easy Weddings). An allergy lost in a group chat is not an admin problem. It is a guest's safety.
Heyevent, Heyhotel's event product, was built for exactly this list.
What does Heyevent do for a planner?
It calls or messages every invitee the organiser provides, in the invitee's own language, and turns each conversation into a clear answer. Who is coming, how many of them compared with how many were invited, everyone's name, meal choices, and any allergy or dietary need, recorded word for word as the guest says it. It also answers the questions every planner hears a hundred times, such as the venue address, the dress code, the shuttle time or where to stay.
It already knows how RSVPs work, and it only needs your event's own details to start.
How does the same week go with Heyevent?
On Monday Heyevent starts with the sixty-one. Jonas's aunt picks up in Hamburg and hears German. Halfway through she switches to Turkish to send her love to the bride's mother, and the conversation switches with her. Heyevent works in more than 35 languages. She is coming with her husband, and he is vegetarian.
Defne's uncle asks again whether he can bring his two grown-up sons. The invitation is for two, and an invitation for two never silently becomes an invitation for four. The agent tells him warmly that the couple will confirm, and the request goes to Selin as a short summary, waiting for her yes or no.
A cousin mentions, almost in passing, that her daughter has a severe nut allergy. The agent asks one more question to get it right and records it exactly as she said it, so it reaches the caterer the same way.
A family friend says “maybe, it depends on work”. The agent asks when he will know and calls back on the day he names. Two guests do not pick up after two attempts, and the agent marks them so that someone from the family can call them personally.
By Thursday evening the sixty-one are down to two, and Selin sends the caterer a number she can stand behind.
What happens with the delicate calls?
Weddings are family business, and some conversations are not for an agent. A guest who asks not to be seated near someone, a relative who is hurt not to be invited with a partner, a question that touches a family matter. The agent does not try to settle these. It hands them to the organiser at the right moment, with a summary of what was said. Every conversation is in the dashboard with recording and transcript, so Selin hears the tone and not just the words, and whenever she wants to, she can listen to a call live and step in.
What does the organiser see?
Every conversation in one place, classified by topic, with recording and transcript. Answers arrive as they are given, requests waiting for approval arrive as summaries, and the questions guests keep asking show what the invitation should have said more clearly. When something changes, such as a new shuttle time, the organiser updates the event details once, tests the change and publishes it, and Heyevent uses the new information in every conversation from then on.
How are invitees contacted?
Only the invitees the organiser provides, on the numbers the organiser provides. Every call and message says who it is from and why, and anyone who asks not to be contacted again is not contacted again.
Frequently asked questions
Can invitees reply in their own language?
Yes. Heyevent calls and messages in more than 35 languages and follows the guest if they switch mid-conversation, which makes a real difference when families come from different countries.
Can guests answer by message instead of a call?
Yes. They can answer by voice or by message, whichever they prefer, and the answer lands in the same place.
What happens when a guest wants to bring someone who was not invited?
The agent records the request, tells the guest the couple will confirm and sends it to the organiser for approval. The guest list only changes when the organiser says yes.
Can Heyevent help guests with hotel rooms?
Yes. It answers questions about the room block and shares the booking link or contact the organiser has approved.
Want to hear an RSVP call? Use “Let me call you” on heyhotel.ai and play a guest who wants to bring a plus-one.
See it for yourself
Hear one of our agents answer, or talk to Bulut about setting one up for your hotel.
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