A free event makes it easy to say yes and easy to forget. The RSVP costs the guest nothing, so there is no reason to remember it. The cost lands on you, and it is worth putting a number on it before you plan around it.

Worked example: you run a free cooking class for 30 people. You order food for 30 and 20 people RSVP'd yes. On the night, 14 come. Six people did not show and did not tell you. That is 16 empty seats if you planned for the RSVPs, or six wasted portions if you planned for the full room. The number you need is how many people actually show up, not how many said yes. Every step below aims to narrow that gap.

Many no-shows are not rude. The guest's plans changed, and they did not want to write a message to say so. The easiest fix is a one-tap way out. When a guest can decline in a few seconds, you hear about the change early enough to give the seat to someone else.

Put a decline line in your reminder message, in plain words: "Can't make it anymore? Tap here and we will free up your spot." Do not hide it in the footer. On Connections, each invitation has a decline page at the event's own address, reached through a token made for that one invitation.

A reminder that only says "See you Thursday" gives a guest nothing to act on. Give each reminder one job.

1. One week before: confirm the date and ask for a reply if they have not given one. Say what you need from them: "Reply yes or no so we can order food."
2. One day before: give the practical details. Parking, the entrance, what to bring. People who have the details are more likely to show up.
3. Two hours before: a short line with the address and the start time, plus the decline option again. Most people read this one on their phone on the way out.

On Connections, the Share tab of an event has an "Announce to guests" action. It asks who the message goes to, and it can be sent later, at a time you pick with "Send at". Set the one-day and two-hour messages when you create the event, so you do not have to remember them during the week.

Do not send all three reminders to people who already replied yes and are clearly coming. Send the two-hour message to everyone, but the one-week message only to the people who have not replied. Sending it to the whole list teaches people to ignore you.

If you have a limit, a waitlist protects you from empty seats. It only works if you act on it. When the event is full, let people join a list, and tell them plainly that you will message them if a spot opens. Then message the next person on the list the moment someone declines.

On Connections, the guest list counts pending and waitlisted guests on their own line, in the form "{pending} pending · {waitlisted} waitlisted". Check that line the day before, so you know how many people are waiting.

Counting heads at the door is the only way to learn your real show-up rate. A simple tally works for a small room. Keep a count of three numbers: RSVPs, arrivals and walk-ins. Subtract arrivals from RSVPs to see your no-show count, and compare it with the last event.

The Door tools in Connections cover the same work with a guest list. The Door tab does check-in for the picked event, with a scanner, search or walk-in, and it shows recent check-ins beside the list. The Share tab's Door tools card says the check-in kiosk, ticket scanner, walk-ins and badges all live there. Use whichever matches the room: a phone at a small table, or a kiosk if people arrive in a rush.

Your next event is where the follow-up pays off. A short, friendly message to a no-show, sent the next day, is a good way to learn what happened. Keep it to two lines and ask one question.

• Good: "We saved you a seat and missed you Thursday. Is the next date better, or did the time not work?"
• Avoid: "You RSVP'd and didn't show. Please be more considerate next time."
• Avoid: a message that asks for money or a donation right after a missed event.

Watch what the answers tell you. If three people say the start time clashes with work, move the time. If nobody answers, the reminder schedule may be the problem, not the people. Change one thing before the next event, then count again.

• Count RSVPs, arrivals and walk-ins for every event, in the same three columns.
• Send the decline option in every reminder.
• Schedule the two-hour reminder when you create the event.
• Start a waitlist if you have a limit, and message the next person when a seat frees.
• Message each no-show once, the next day, with one question.

• How to get more people to RSVP to your event
• How to follow up after an event, step by step
• How to check guests in fast at the door

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