RSVP tracking
Digital invitations, WhatsApp and phone follow-ups, and a live guest list with dietary and travel details.
Production & Hospitality
Guest Management
Every guest known by name, from invitation to farewell.
Overview
Guest Management, done properly
Guest management is where large events quietly succeed or fail. Four hundred invitations become three hundred and twelve RSVPs, which become ninety flights, forty train bookings, a hundred and sixty rooms across three hotels and a grandmother who needs a wheelchair at Dehradun station at 6 am. We run it from a single live sheet, with a hospitality team that knows each guest by name.
We manage digital invitations and RSVP tracking, travel manifests, airport and station pickups, rooming lists, welcome hampers, itinerary cards and on-site hospitality desks. For weddings in the hills, we add hill-road transport planning, motion-sickness kits and warm-layer reminders in the itinerary, so guests arrive in good shape and ready for the first function.
What's included
Everything handled, nothing missed
Travel desk
Arrival and departure manifests, flight and train tracking and ticketing support.
Transfers
Airport, station and inter-venue transport with named vehicle assignments and coordinators.
Rooming & check-in
Room allocation, pre-check-in, key packets and a welcome hamper in each room.
Hospitality desks
Staffed desks at hotels and venues for questions, changes and local help.
Elder & special assistance
Wheelchairs, ground-floor rooms, medical kits and a dedicated attendant where needed.
The process
How it all comes together
Guest list
We build the master guest sheet with the families and set up the RSVP process.
Travel & rooms
Travel details collected, transfers planned and rooms allocated.
Communication
Itineraries, dress codes and weather notes shared with guests before they travel.
Hospitality on site
Desks staffed, transfers run and changes handled in real time.
Departures
Checkouts, luggage and airport drops managed to the last guest.
Options
Choose your scale
Indicative starting prices. Your final quote depends on guest count, venue and the details you choose.
Gallery
A look at our work
Guest ManagementGilded lounge seen through glass doors, with teal sofas and a crystal chandelier
Guest ManagementDhol players drumming as the groom arrives under a red umbrella beneath a pink-and-white canopy
Guest ManagementMarble lobby with a crystal chandelier and ivory armchairs
Guest ManagementColleagues chatting over drinks at a warm, candlelit networking evening
Guest ManagementResort swimming pool framed by palms with white poolside cabanas
Guest ManagementGuests raising champagne glasses at a long dinner table under warm string lightsFAQs
Guest Management: your questions
How do you collect RSVPs from elderly relatives?
Many elders prefer a phone call to a form, so our team calls them directly, notes their travel and dietary needs and follows up closer to the date. Younger guests usually respond to a WhatsApp link.
How early should guests book travel for a Dehradun wedding?
In peak wedding season, flights into Jolly Grant and train seats on the Delhi-Dehradun route fill quickly, so we suggest booking six to eight weeks ahead. We share a recommended travel plan with the invitation.
Can you manage guests staying in several hotels?
Yes. Each hotel gets a hospitality desk or coordinator, and a shuttle schedule links the hotels with the venue. Guests always know which vehicle is theirs and when it leaves.
What happens when guests arrive unannounced?
It happens at every wedding. We hold a small buffer of rooms and seats in reserve, and the hospitality desk can place unexpected guests without disturbing the family.
Client stories
What clients say
We had 160 guests flying in from Delhi and Mumbai, and fog closed in on the Mussoorie road the evening before our sangeet. Meher had already moved the shuttles to an earlier slot and dressed a covered terrace as backup. Nobody noticed a thing. Our families still talk about the bonfire night under the deodars.
Aditi & Karan MalhotraDestination Wedding, Mussoorie
We took 120 people from our Dehradun pharma company to Rishikesh for two days. Arjun put the sessions in the mornings, rafting and a nature walk in the afternoons, and ended with a riverside dinner people are still talking about. Rooming, safety briefings, coaches: all handled. My inbox had zero complaints afterwards, which has never happened before.
Manish JoshiHR Head, Annual Offsite in Rishikesh
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Let's plan together
Let's bring your idea to life
Share your date, guest count and ideas. We'll send a tailored plan and estimate within 48 hours.