rentiT RSVP – Event Microsite and Event Registration

rentiT RSVP is web-based invitation management and event registration software, available on a per-event basis, that brings attendance responses and registration details together in one place. It supports the organisation of galas, protocol events, invitation-only gatherings and professional meetings where attendance requires approval.

Depending on the event's requirements, organisers can choose personalised invitation-based RSVP or registration subject to organiser approval, with session selection and capacity management available in the latter version.

rentiT prepares the system for the event, and organisers receive training before managing it through their own administration interface.

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At a Glance

• Primary purpose: Managing invitations, attendance responses and registration applications
• Intended users: Event organisers, agencies, corporate event teams and protocol managers
• Registration options: Personalised invitation-based RSVP or registration subject to organiser approval
• User interface: Browser-based event website and organiser administration interface
• Customisation: Event branding, content and form fields
• Confirmation: Email, QR code and ICS calendar file, according to the selected registration process
• Additional options: Apple Wallet, Google Wallet, reminders and accompanying guest management
• Session management: One session selection per attendee, with capacity limits, in the session-based version
• Data management: Search, filtering, record editing and XLSX export
• Commercial model: A one-off fee per event
• Packages: Up to 150 attendees, up to 500 attendees and more than 500 attendees
• Hosting: rentiT's own server infrastructure in Budapest, Hungary
• Support: Training and active customer support

Attendance Responses in One Place, with Less Data Entry

For an event based on personal invitations, the organiser often already holds guests' names and contact details. The remaining task is to confirm attendance and collect a small amount of additional information. Other events require a public registration form, while the organiser retains responsibility for approving attendance.

rentiT RSVP offers a dedicated version for each situation. The personalised invitation interface reduces the amount of information guests need to enter, while the approval-based version separates the application from the final attendance confirmation. Responses and applications are collected in a central organiser record, removing the need to consolidate individual email replies when preparing the guest list.

Two Registration Versions to Suit the Event

Personalised Invitation-Based RSVP

The version built around a preloaded guest list suits gala dinners, protocol programmes and smaller invitation-only events. Each invited guest receives a personal link that opens their own RSVP page directly.

Guests do not need to re-enter information already held by the organiser. Alongside confirming or declining attendance, they provide only the additional details required for the event, such as meal preferences or food allergies. They can subsequently amend their response through the same personal link.

Invitations can be sent from the system or through an external email platform. Once attendance is confirmed, guests receive a confirmation email with a QR code and an ICS file that can be imported into their calendar.

Registration Subject to Organiser Approval

For professional events and gatherings where attendance requires approval, a public registration page collects attendee information. In addition to a name and email address, the form can capture company name, position, attendee category and dietary requirements.

Applicants first receive an email acknowledging receipt of their registration. The organiser accepts or declines the application through the administration interface, and a separate email communicates the decision. In this version, the QR code and ICS calendar file are issued only for approved registrations.

This approach suits events where submitting a registration form does not, in itself, confirm attendance.

Session Selection with Capacity Management

The approval-based version with session management connects registration with programme selection. Each attendee selects one of the advertised sessions; once a session is full, no further places can be reserved.

Organisers can manage Hungarian and English session titles, descriptions, timings and capacities through the administration interface. Capacity calculations include both pending and approved applications, preventing unlimited reservations while applications await a decision.

The organiser can subsequently change an attendee's session allocation, subject to available capacity. This provides advance visibility of interest in individual sessions and the use of room capacity.

Event Branding and Purposeful Data Collection

The appearance, wording and form fields can be adapted to the event. rentiT carries out the customisation during preparation, ensuring that the guest-facing page reflects the visual identity of the invitation and the event.

Data collection follows the organiser's requirements.

• The personalised invitation interface focuses on confirming information already held,
• while the application-based version collects more attendee details.

The content of the fields and which fields are mandatory are agreed during event preparation.

Multilingual Interface

The registration interface currently offers manual language selection. Hungarian and English are available, with further language versions prepared as part of event customisation. The multilingual registration version sends notifications in the language used for the application.

Automatic language selection based on the browser's language setting is a planned enhancement, with manual switching retained.

Organiser Administration and Excel Export

Following training, organisers can monitor attendees and carry out day-to-day administration independently. Both versions provide searchable and filterable guest or applicant lists, editable attendee records and XLSX exports for use in Excel.

Further functions depend on the selected version:

• Personalised invitation-based RSVP: guest list import, summaries of attendance responses and meal preferences, filtering of duplicate email addresses, and individual confirmation emails.
• Approval-based registration: management of pending, approved and declined applications; recording of the decision time and the person responsible; session administration; and export of the complete or filtered applicant list.

The guest-facing interface handles responses or applications, while the organiser interface brings together the records and decisions required to prepare the event.

Digital Confirmation and On-Site Check-In

Alongside the QR code email, the ICS file allows guests to save the event to their calendar. Apple Wallet and Google Wallet support, reminders and accompanying guest registration are available with both registration versions. The quotation specifies the functions and related services selected for the event.

On-site guest check-in is handled by the associated regiPod and rentiT EES – Event Entry System. The connection between RSVP registration and the on-site service, including the required data transfer, is agreed during event preparation.

Preparation, Training and Support

rentiT prepares the selected version according to the event's requirements. Preparation includes defining the registration approach, data fields, content, branding materials, languages and any sessions. For personalised invitation-based events, the supplied guest list also forms part of this preparation.

For a straightforward personalised invitation-based event, preparation can be completed as early as the same day or the following day, provided that the necessary materials are available. More detailed forms, session management, additional languages and custom connections require a separately agreed schedule.

The service includes training and active customer support. Organisers manage administration themselves, with rentiT providing assistance during preparation and with questions arising during use.

Hosting and Data Processing

The system operates on rentiT's own server infrastructure in Budapest, Hungary. An internet connection is required for online RSVP responses, registration and organiser administration.

The event-specific form and guest list determine the categories of data processed. The approval-based registration version also records when the privacy notice and the consent relating to dietary information were accepted.

rentiT acts as a data processor in delivering the service. The agreement defines how long the data remains accessible and the related terms.

Available on a Per-Event Basis

Both RSVP versions are generally available to order for a one-off fee per event. Packages cover up to 150 attendees, up to 500 attendees and more than 500 attendees.

The quotation is tailored to attendance numbers, the chosen registration process, customisation and additional services. Wallet support, reminders, accompanying guest management and EES-based check-in are available with both versions; the quotation specifies which services are included in the package.

rentiT's personalised invitation-based RSVP solution has been used at multiple events, primarily gala dinners for international clients. Preparation therefore takes account of the relationship between the guest list, attendance responses and on-site check-in.

When Is the REM Event Platform Appropriate?

RSVP focuses on invitations, registration applications and attendee administration for a single event. For managing several events together, ticket sales and an event application, the rentiT REM integrated event platform provides a broader range of functions.

Frequently Asked Questions

• Does Every Guest Need to Enter Their Details Again?

  • Personalised invitation-based RSVP uses preloaded guest information. Invited guests confirm their attendance through their own link and provide the additional details required for the event.

• Can Attendance Be Subject to Organiser Approval?

  • Yes. The approval-based version distinguishes between receipt of an application and acceptance of attendance. Applicants receive the QR code confirmation once their registration has been approved.

• How Many Sessions Can an Attendee Select?

  • In the current session-based version, each attendee selects one session. The system takes available capacity into account and does not accept further reservations for a session that is full.

• Can the Organiser Manage the System Independently?

  • Yes. The service includes training, after which organisers manage guests or applications through their own administration interface. rentiT customer support assists with use of the system.

• Can Registration Be Linked to On-Site Check-In?

  • Yes. EES-based on-site check-in can be requested with either RSVP version. The required data transfer and the scope of the on-site service are defined during event preparation.

RSVP Demonstration and Quotation

The event type, date, expected attendance, preferred registration approach, required languages and any sessions provide the starting point for a quotation. On-site check-in and additional services can be discussed as part of the same consultation.

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