RSVP, attendance confirmation and guest logistics
From invitation to voucher. No spreadsheets.
FlashRSVP walks every guest through the full event cycle: acceptance with IP, date and time on record, signed terms, personal data, flight, hotel, transfer and voucher. Operations follows everything in real time, with a full audit trail.
14-day free trial · No credit card
In production since 2017 LGPD, GDPR and CCPA 129 languages
Large companies running their events on FlashRSVP:
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- Gilead | Kite
- Theramex
- Apsen
- +3,000 events operated
- +110k invitations managed
- +85k flights coordinated
- 78 guest countries
01 — How it works
Guests handle their own journey, from invitation to voucher.
Your team sends the invitation. The rest happens in the guest portal — and every decision is recorded.
Invitation by email
On first access, guests set their own password. Nobody on the operations team enters data for them.
Accept or decline
One click. The system records name, email, IP, date and time — proof of electronic acceptance.
Terms of acceptance
Electronic signature or upload of the physically signed PDF. Exportable later, in bulk.
Personal data
A form with the event's fields: six field types, conditional visibility, Brazilian CPF mask, medical council number for physicians.
Flight, hotel and transfer
Guests choose among the options your operation allocated for their group. Nothing off-plan.
Invitation summary
Everything chosen, on one screen, before closing.
Voucher
By email and PDF, with an iCal file for the calendar.
02 — Operations
What used to be a spreadsheet becomes a system.
Imports, bulk sends, air ticket issuance, roomlists, costs. The routines that consume the week become native features.
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Guest import
Spreadsheet upload with column mapping and line-by-line error correction. Nobody redoes a whole file over one cell.
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Bulk sending
Invitations, vouchers and messages with attachments, in one click. Automatic reminders for expiring deadlines and inactive invitations.
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Air ticket issuance
A dedicated issuance flow: e-ticket, booking number, airline and agency record locators, refunds. With a dedicated issuer role.
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Hotels and roomlist
Rooms allocated per event and a roomlist exported straight to the hotel.
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Costs per guest
Registration, lodging, air, transfers, insurance, RSVP and F&B. Entered by category, consolidated by event.
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Client portal
Your client follows guests, attendance and costs in real time — and downloads their own reports from the download center.
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Email delivery and opens
Operations sees who received and who opened each invitation. The RSVP funnel shows sent, opened, confirmed and declined.
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Audit trail
Every change on record: who, what, when. An invitation deleted by mistake can be restored.
- Completed
- In progress
- Pending
Delivery
Delivered OpenedTerms
Accepted — IP on record Signed PDF receivedEnrollment
Confirmed WaivedFlights
Issued · loc. KX93BR Awaiting issuanceHotels
Double room — 2 nights SelectedTransfers
Selected PendingVoucher
Sent by email Pending03 — Time and cost
Hours of operations work that stop existing.
| The manual routine | With FlashRSVP |
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| Invitation follow-up by phone and email | Automatic reminders at 24 h and 48 h, with open tracking |
| List checks before every meeting | An RSVP funnel updated in real time |
| A room spreadsheet built by hand for the hotel | A roomlist exported from the system |
| Reports requested from the agency and returned by email | Self-service exports in the client portal |
| Signed terms collected one by one | Electronic acceptance with proof, exportable in bulk |
| Costs closed weeks after the event | Costs entered per guest, by category, during the event |
Less rework, fewer typing errors, fewer phone calls. The team's time goes back to the event.
Measured in production
- 79% of invitations accepted
- +800 events in the last 12 months
- 2,300 guests in the largest event
04 — Security and compliance
Privacy by design. Audit on everything.
Guest data is personal data. FlashRSVP treats that as architecture — aligned with LGPD (Brazil), GDPR (European Union) and CCPA (California).
Compliance built in
Per-client terms and policies, cookie consent, automatic purge of personal data on a configurable schedule and a data-subject rights channel — the mechanisms LGPD, GDPR and CCPA require, native to the platform.
Proof and traceability
Electronic acceptance with IP, date and time. An audit trail across more than 15 data models, with record restore. Support access by impersonation, fully audited.
Access control
Ten access roles. Account lockout on failed attempts, password policies, re-authentication for sensitive operations.
Infrastructure
Anti-bot verification, request rate limits, encryption in transit, continuous monitoring and redundant cloud storage. Architecture details are shared under contract, not on a website.
05 — Scale
129 languages. Your brand — or your client's.
The guest portal, the emails and the exports speak 129 languages, including right-to-left scripts. International guests reply in their own language; your operation keeps its own.
Each client can have its own subdomain, with its own logo, sender address and copy. Email templates per event and per client, with more than 40 variables.
Billing in multiple currencies, with ISO 4217 codes. A REST API for event microsites, with per-event documentation generated as PDF.
- English
- Portugues (Brasil)
- Espanol
- Francais
- Deutsch
- Italiano
- 日本語
- 中文 (简体)
- العربية
- עברית
- हिन्दी
- 한국어
- Русский
- Turkce
- +115
06 — Frequently asked questions
What people ask before the demo.
What is FlashRSVP?
FlashRSVP is corporate event RSVP and guest management software: it sends invitations, records attendance confirmations with legal validity and runs flight, hotel and transfer logistics. In production since 2017, it is used by large companies, mainly in pharmaceuticals and consumer goods.
How is FlashRSVP contracted?
Through a commercial proposal, based on event and guest volume. There is no self-service: every operation starts with a demonstration and a contract. The form below starts that conversation.
What do guests need to install?
Nothing. Guests receive an email invitation and handle everything in the browser — acceptance, data, flight, hotel and voucher, in their own language, on any device.
Who owns the guest data?
The client. FlashRSVP processes data on behalf of each company, under contract — with configurable automatic purge, a full audit trail and the mechanisms LGPD, GDPR and CCPA require.
Do you really run flight and hotel logistics?
Yes. Guests choose among flights and hotels allocated to their group; operations issues tickets with airline and agency record locators, handles refunds and exports the roomlist to the hotel.
Can it integrate with an event microsite?
Yes. There is a REST API for microsites, with per-event documentation generated as PDF. Integration is enabled by contract, event by event.
How much does it cost?
It depends on guest volume and logistics scope. Start with the 14-day free trial; the proposal is built in a conversation with the team — no generic price list, no mid-event surprises.
How does the free trial work?
Create an account and use everything for 14 days, no credit card required. Liked it? The team activates your account in the commercial conversation. Not the right time? Just let it expire — you are never charged.
Where is the data hosted?
In the cloud, with redundancy, encryption in transit and continuous monitoring. Architecture details and security questionnaires are handled under contract, with an NDA.
07 — Contact
See FlashRSVP with your events.
Tell us your scenario — events per year, guest volume, whether flights are involved — and we prepare a demo shaped around your operation.
- A reply within one business day
- A short conversation about the scenario
- A demonstration with a sample event
Or write to us directly: support@flashrsvp.com
- United States +1 (628) 333-3129
- Portugal +351 916 074 902
- Brazil +55 (21) 99782-3568