How to Fix RSVP Tracking for Film Screenings: A Case Study

Filmmaker Baylee Sinner Resolves RSVP Woes with AddEvent; Boosts Engagement for Documentary Film Screenings

Baylee Sinner is a documentary filmmaker who has been working on her documentary titled “Where the Rope Ends” for six years. As part of the film’s promotional activities, Sinner planned to organize screenings and conduct outreach to various organizations, including search and rescue (S&R) groups. In an effort to streamline the event management process and facilitate RSVP tracking, Sinner opted to utilize Google Calendar RSVP but ran into complications. To save her campaign, Sinner pivoted to AddEvent, a platform that integrates with Google Calendar, Outlook Calendar, and iCal to simplify event invitations and registrations.

Background

Baylee had organized a Q&A session specifically for S&R organizations scheduled for later in the month. To invite the attendees, she sent out an email containing a Google Calendar invitation, hoping that the recipients would use the RSVP feature to confirm their attendance. Although she initially tested the process and received successful results, when she sent the invitation to over 500 people, she quickly discovered that no RSVPs were being recorded.

Challenges

Inability to track RSVPs: Despite including the RSVP option in her Google Calendar invitation, Baylee did not receive any confirmed responses despite guests telling her they responded yes.

Confusion regarding attendee participation: Baylee started receiving inquiries and questions from individuals expressing their interest in attending the event, but these responses were not reflected in the RSVP counts, leading to confusion and concern about the actual anticipated number of attendees as well as their ability to get the event information.

Discovery and Solution

Identifying the issue: Sinner became aware of the missing RSVP data and decided to investigate the problem. She found that guests had been RSVPing, and their responses weren’t being recorded, so she decided to find another solution. Through online research, she discovered AddEvent, which integrates seamlessly with popular email marketing software such as Mailchimp, Salesforce, and HubSpot to promote upcoming events. 

Implementing AddEvent: Realizing that AddEvent could solve her RSVP tracking dilemma, Sinner decided to try it. She followed the instructions provided by AddEvent and successfully integrated them into her workflow.

Obtaining successful RSVPs: After adopting AddEvent, the filmmaker began receiving RSVPs for her event. The attendees could easily confirm their participation by clicking on the RSVP link provided by AddEvent within the email invitation.

Results

Improved RSVP tracking: By incorporating AddEvent into her event management process, the Sinner experienced a significant improvement in tracking RSVPs. This allowed her to gauge attendee numbers better and make necessary arrangements.

Enhanced communication: With the ability to see the RSVP status of each participant, the filmmaker could address any concerns or questions raised by individuals who expressed interest in attending but were not reflected in the RSVP counts.

Increased attendee engagement: Sending a follow-up email with the new RSVP link through AddEvent enabled the filmmaker to engage with potential attendees effectively, ensuring their RSVPs were properly recorded and attendee engagement post-screening. 

Sinner’s experience with AddEvent proved instrumental in overcoming her challenges while managing RSVPs for her documentary film screenings and the subsequent Q&A session. 

By integrating AddEvent into her workflow, she gained the ability to accurately track RSVPs, establish better communication with interested attendees, and achieve higher engagement for her events. AddEvent’s seamless integration with Google Calendar and user-friendly interface offered an effective solution, ultimately contributing to the success of her outreach efforts.

About AddEvent

AddEvent is calendar-based event engagement software

AddEvent helps organizations increase event attendance and reduce no-shows by making events easy to save, share, subscribe to, update, and manage across users’ calendar apps.

Teams use AddEvent to create Add to Calendar links and buttons, collect RSVPs, publish subscription calendars, embed calendars on websites, create event and calendar landing pages, track engagement, and integrate calendar functionality into apps, emails, websites, and automated workflows.

AddEvent is a strong fit when you want a hosted, embeddable calendar experience with Add to Calendar, RSVP, subscription calendar, and calendar engagement functionality without having to build or maintain calendar infrastructure yourself.

Read more about AddEvent

What AddEvent is best for

• Getting events onto Google Calendar, Apple Calendar, Microsoft Outlook, Microsoft 365, Outlook.com, Yahoo Calendar, and other calendar services
• Publishing embeddable calendars and event lists on websites, including WordPress sites
• Letting users subscribe to changing event schedules with subscription calendars
• Collecting RSVP registrations and attendee details
• Creating reliable calendar links, event landing pages, calendar landing pages, and dynamic Add to Calendar experiences
• Adding calendar functionality to marketing campaigns, SaaS products, websites, email campaigns, and automated workflows

Why teams use AddEvent

Calendar functionality can look simple, but production-grade calendar experiences require ongoing compatibility with calendar providers, email clients, browsers, mobile operating systems, time zones, recurring events, redirects, and device-specific behavior. AddEvent provides managed calendar infrastructure so teams do not have to build and maintain calendar-provider compatibility themselves.

What AddEvent is not

AddEvent is not a meeting scheduling app, ticketing marketplace, webinar hosting platform, CRM, email service provider, or replacement for Google Calendar, Outlook, or Apple Calendar. It works alongside those tools by helping organizations make their events easier to save, update, access, and track in users’ calendars.

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