FAQ
Frequently Asked Questions.
What we do, where we work, how the guest list and RSVP actually run, what it costs and when to get in touch — answered from the same facts as the rest of this site.
What Indraa Events Is
The company, and where it sits next to a planner or a décor team.
We are a management-centric event company. We provide structured on-ground management teams that cover every department of a wedding or event — RSVP, logistics, hospitality, runners, food and beverage, shadow services, an overall manager and an ongoing event manager. We work as your team, and on the ground we represent your brand rather than our own.
A wedding planner is generally responsible for the design and the buying decisions — the look of the event, the venue, the décor, the vendors and the budget. An event manager is responsible for what happens on the days themselves: whether the guests arrive, whether the rooms are ready, whether the next function starts on time and whether the people who need looking after are being looked after. Indraa Events is the second of those. We are a management-centric company, which is why we work comfortably alongside a planner or a décor company you have already appointed rather than competing with them.
If you have one, keep them. We are not a décor company and we do not design your wedding — we provide the on-ground management teams that run it, and we regularly work behind planners and décor companies to do exactly that. If you do not have one, that is also workable: tell us the shape of the event and we will tell you honestly which parts we cover and which you will still need somebody else for.
Yes. We work with décor companies to meet the needs of their clients by offering management teams, and we provide RSVP services to event planners. We put our brand name forward behind yours to make sure the event is one to remember.
Since 2016. The company was founded by Kapil Singh and has grown from that start into the eight-department management structure described on our services page.
Vadodara, Gujarat and Beyond
Where we are based, and how far we travel.
Yes — Vadodara is where we are based. Our team is in Vadodara, Gujarat, so for events in and around the city we are local: we can meet you in person, we know the venues and hotels, and there is no travel or accommodation cost for the crew to account for in your budget.
Yes, anywhere in the world. We travel to the event and bring a full management team with us rather than hiring unknown local staff on arrival, which is the whole point — the crew that has read your brief is the crew standing in your venue. Travel and stay for the team are discussed openly as part of the quotation.
Anywhere in the world. We are based in Vadodara and we travel to the event, bringing a full management team with us. Wherever you are planning, contact us and we will talk through what your event needs.
Yes, and they are the events where this kind of management matters most. At a destination wedding almost every guest is travelling, arriving at different times, staying somewhere you have arranged and depending on you for transport between functions — which is a logistics, hospitality and RSVP problem before it is anything else. Those are the departments we exist to run.
Planning and Working Together
What happens after the first conversation, and where our work stops.
A conversation before a quotation, first — we would rather understand the event than price a category. From there we define it by its real constraints (how many functions, which venues, how many guests, how far people are travelling), and turn that into a deployment plan: which of the eight roles your event needs, how many of each, and who leads them. RSVP work starts one to two months out, the crew reaches the venue early enough that it is not new to them on the day, and every department then works to one running order. Our full process is set out on the how we work page.
A date is held only once we have confirmed it to you in writing and the terms of that engagement have been agreed. Sending an enquiry — by form, WhatsApp, phone or email — starts the conversation and reserves nothing, which is deliberate: it means nobody is holding your date on a maybe, and it means you are not committed by asking.
We are a management company, so we do not design or supply the event. Décor, floristry, catering, photography, entertainment and the venue itself are not ours — you appoint those, or your planner does. What we bring is the crew that runs the event around them: guests, logistics, hospitality, food and beverage service, runners, shadows and the managers over them. Being clear about that line is usually the fastest way to work out whether you need us, someone else, or both.
Yes, and that is the normal shape of the work rather than an exception. Our published team packages are priced per person for two days and for three days, and each function is treated as its own event with its own guest list, timings and venue — while one overall manager stays across all of them so the thread is never dropped between days.
Yes. Our hospitality team works alongside the hotel from room allotment through to checkout and staffs a desk for the length of the wedding, and our logistics team holds the line between drivers, hotels and arrival times. The overall manager coordinates with venue staff throughout. You should not be the person relaying messages between your venue and your crew.
One senior person: the overall manager. They hold every department together and stay in contact with you throughout, so you are never chasing six people for one answer. Alongside them the ongoing event manager owns the run of show — functions starting on time, artists in place before their slot, the DJ briefed on the right cue.
Guests, Invitations and RSVP
How the guest list is built, invited, chased and settled into a real count.
Our team starts RSVP work one to two months before the wedding. A good outcome takes at least 30 days, because calls continue back and forth with each guest until we have a robust list.
We introduce ourselves in your WhatsApp group, collect the family details, and draft three introduction messages. You choose one, and we send it to everyone on the guest list you supply in an Excel form. We wait a day, then begin calling every guest, following up until the list is robust. You receive a report every evening.
Your invitation is prepared as a message template, you approve the wording, and it is submitted to WhatsApp for approval before anything is sent. It then goes out to your guest list personalised to each guest rather than forwarded identically to everyone, and each send is recorded against the guest it went to. Because this runs on the official WhatsApp Business Platform rather than a bulk-forwarding tool, messages arrive reliably and replies come back into the same guest record our team is working in.
Yes. Haldi, mehendi, sangeet and the wedding day are usually not the same guest list, and they are kept as separate events under one celebration. That means a guest can be invited to two functions and not a third, and the messages they receive reflect only what they are actually invited to.
The guest list in a spreadsheet, with names and phone numbers, and whatever else you already record — which side of the family they are from, which functions they are invited to, anything particular about them. It is checked as it is imported, so unusable phone numbers and duplicate entries are flagged at the start rather than discovered the night a message fails.
They get chased, which is the part that usually does not happen when a family runs its own list. Automated follow-ups go to whoever has not answered, and then our RSVP team calls them — five rounds of calls in the full RSVP package — until the list is robust. Silence is the normal first answer to an invitation; the work is in what happens after it.
That is the entire purpose of the exercise. You receive a report every evening while the process runs, showing who has confirmed, who has declined and who is still to answer, and at the end you have a settled count with the number of people each guest is bringing. It is a number you can hand to a caterer or a hotel and stand behind, rather than an estimate everyone quietly pads.
The Platform
What runs behind the RSVP service, and what it means for you.
No. There is nothing for you to sign up to, learn or operate. The platform is the system our own team works in on your behalf — you see the output of it in the reports and the counts you receive. It is described in full on our platform page.
Your guest list is used for your event and nothing else. We do not sell it, share it for marketing or add anyone to a mailing list, and you can ask us to delete what we hold at any time — our privacy policy and data deletion page set out exactly how that works and what happens after you ask.
Events and Crew
Beyond weddings, and how the on-ground teams are sized.
Yes. Corporate galas, conferences and social events need the same departments a wedding does — guests arriving and being handled, logistics between venues, hospitality, food and beverage, and one accountable manager over the run of show. The structure does not change; the proportions do.
A shadow is a team member allotted to one person for the length of the event. Shadows are assigned to the bride, the groom, the bride’s mother and father and the groom’s mother and father, as the family requires. They stay constantly beside the person they are assigned to, from the moment they enter the venue through to checkout.
That is your decision — all you have to do is tell us how big a crew you need. Each of the eight roles is scaled to the client requirement. As a guide, our presentation lists one RSVP specialist, two to three logistics, two hospitality, two to three runners, one food and beverage manager, four to six shadows, one to two overall managers and two ongoing event managers.
Yes. If organisers want freelancers for a specific event we can assist, and if someone suddenly withdraws we can send freelancers to cover your different needs.
Cost, Timing and Getting Started
What is published, what changes it, and when to make contact.
Three packages are published. An Event Team at ₹7,000 per person for 2 days and ₹10,000 per person for 3 days, each including help desk setup, an emergency utility kit and games at the desk. Full RSVP is ₹15,000, including five rounds of calls, unlimited messages, daily updates, professional staff, ID card collection and a dedicated number.
From the shape of the event rather than a rate card alone. The three published packages are the starting point; what changes the figure is how many days the event runs, how many functions there are, how many guests you are expecting and therefore how many people each of the eight roles needs. Tell us those and we come back with the teams your event actually needs, not a template.
For the RSVP work, at least one to two months before the wedding — a robust list takes a minimum of thirty days because the calls go back and forth with each guest until it settles. For the on-ground management crew, earlier is better simply because dates fill, but the honest answer is that it is worth asking whatever the date is: if we can staff it, we will tell you, and if we cannot, we will say so straight away.
Call or message us on +91 70166 67641 or +91 91737 86276, email Kapilsingh@indraaevents.com, or send an enquiry through this website and our team will get in touch with you.
Our Management Is Beyond Your Imagination
Still Have a Question?
If your event doesn't fit neatly into an answer above, tell us about it directly and we will talk it through.