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Invitation for an event

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Invitation for an event
October 15, 2018 Anniversary Wishes 2 comments

Get inspired for your upcoming event, webinar, conference invitation email campaign by these 19 event invitation email templates & 19 subject.

Guidelines for invitations

Send out invitations at least six weeks before your event if possible. The invitation style should provide guests an idea of the nature of the event, whether casual, formal, academic, athletic, etc. and should answer the questions who, what, why, when, and where. If you use the campus logo, it should appear on the invitation appropriately. Creative Services can create custom materials tailored to your event and your audience, including the writing, design, and printing of invitations.

Templates

Public Affairs offers invitation templates that can be customized for your event.

Content

When writing your invitation, remember to include:

  • Names of the official hosts
  • Date
  • Program start time
  • Location
  • Directions to the venue
  • Map to hotel if relevant
  • Parking information
  • Rain date and location
  • Appropriate dress

Invitation mailing list

Create a spreadsheet using Excel or similar software. Manage your list and use it as a database with categories such as first name, last name, title, and address. This database will be useful in creating nametags, table assignments, etc. If your event is annual, you’ll be able to add and remove names as necessary throughout the year, so it’s always ready to use.

Ask the guest of honor (if you have one) for input on the guest list and compare the size of your guest list with the size of your venue. Consider issuing “courtesy invitations” to people who aren't likely to attend, but would feel honored to be invited. Remember to use campus mail whenever possible to save money.

RSVP methods

Printed card response

The response card is enclosed in the invitation with an envelope and postage is marked. Designate your response deadline at least one week before the event.

Phone response

If you have a large guest list, make sure you can handle the increased volume of phone calls; someone must be available during business hours to receive the calls. A voice mailbox may be established that includes a message informing callers that they have reached the appropriate place to leave an acceptance or regret. Ask respondents to spell their name and their guest’s name.

E-mail response

Make sure the e-mail address you provide has room in its inbox for all of the responses.

No response

You can simply estimate the number of attendees. This would be appropriate if you are not serving food, and you are not worried about the size of the crowd.

Acceptances only

For larger mailings, you may want to hear only from those who are planning to attend in order to reduce the number of phone calls, e-mails, or reply mails. Ask whether guests need a vegetarian meal, but don't ask for general food preferences, or you’ll be inundated with special requests.

Confirmation cards

Confirmation cards are sent out confirming the acceptance after it is received. They can help ensure attendance and minimize confusion. Consider using them if:

  • You are planning a small event and seating assignments are crucial
  • You are concerned about attendance
  • You initially invited someone over the telephone, so that they need a written reminder of the correct date, time, and location
  • The date, time, or location of your event has changed
  • You need to distribute tickets, parking passes, etc., in advance of your event

Next step: Promoting Your Event

You can make your event invitation-only in Step 3: Additional Settings. Go to the Edit page for your event and access the Listing privacy section to mark it as.

Professional event invitations

invitation for an event

Responding

RSVP

This stands for Respondez, S’il Vous Plait, so if an attendee sees this on an invitation then a response is required. Correct etiquette is that guests should aim to RSVP within 2-3 days of receiving the invitation but this requirement to take action is eroding, unfortunately. Many event planners choose to add a clear deadline that means if you have not RSVP’d by then you will be removed from the list. This is primarily because some events are seated or catered and therefore knowing the numbers attending is essential.

How to Politely Decline an Invitation via Email

Some people are unsure how to politely decline an email invitation. So they may need a little prompting as it’s not as obvious as a card and a return envelope. Event planners should always include the RSVP details including who to contact and how, or add an RSVP link, text, or email.

  • Regrets Only

    This means you should only reply if you cannot attend and details of who to contact and how to reach them should be included.

Do not: add RSVP and Regrets only as this sends a mixed message.

Consider this: As a penalty for replying in the affirmative and then not showing up, some eventprofs drop serial offenders from the guest lists for future events or charge a non-attendance fee.

  • Changing Your Mind

    It is usually unacceptable to change your mind after RSVP’ing, except in cases of illness and family emergency, where you should try to give the host as much notice as possible. However, things do come up.

Pro Tip: Always place a number or email on the digital invite for any last-minute changes so guests can contact you easily if they change their mind or have a change in circumstances.

Guests suddenly deciding that they are coming at the last minute can also cause problems for the host who may have already decided on the table plan. Last-minute attendees should give as much notice as possible and be prepared that there might not be a space for them.

 

Plus One

Guests should always indicate whether or not they will be bringing a plus one on the RSVP if the invite extends them this option. If it does, the registrant should include the guest’s name. Attendees should never bring a plus one if they weren’t invited and the more notice and information about your guest that the host receives, the better accommodated they will be.

Make extended guests feel welcome: if your invitee does not give the guest’s name, reach out to them and ask. That inconvenience beats placing “and guest” on a name tag or at a place setting.

 

Children

Generally, unless it specifically addresses children or states “children welcome” on an invitation, kids are not invited.

An idea on how to handle a hot situation: children can become a “hot button” with some people. Some eventprofs host babysitting at their events so that adult guests come without the children being a distraction at the event.

 

Advance Notice

Invitations aim to give your guests as much notice of your upcoming event as possible to maximize the chances of people being able to attend. It is important to give guests enough warning but if you tell them too soon they could forget, especially if the date is months in advance and you offer no reminders. Therefore, if you are going to send invitations out very early you should always send a follow-up nearer the time.

For weddings, a “save the date” invitation will be sent a number of months in advance with a full invitation and details arriving at least 4 to 8 weeks before the day with an RSVP to organize a head count.

For other events, invitations can be sent out commonly around 4 weeks before the event start. Although public events and fee-paying events will be marketed and promoted long before this. Corporate events will be looking to open registrations at least 2-3 months or more in advance.

Many corporate events and conferences are also using electronic “save the date” and notices on their website and in their social streams so that attendees will add the event to their calendars early. Another reason why conference planners are using “save the dates” is due to the fact that some organizations require lengthy budget sign-offs to allow employees to attend conferences.

Send timing differs not only depending on the type of event but also according to the country. The US typically sends out event invitations with a longer lead time than event planners do in the UK.

 

Avoid Digital Mass Sending

As paperless invitations tend to be free or less expensive than paper and postage, it can be tempting to expand your list for a wider reach. This may not necessarily yield the desired results. Generally, digital invitations receive a lower response rate than print invitations. If you use a larger, less targeted list your response rate may be even lower. Plus, large sends that don’t get opened--or worse--marked as spam, could blacklist you and affect future sends. In today’s climate and with the existing spam laws, this could mean a very negative reaction to your brand.

 

Take Time to Create the Best Subject Lines for Email Invitations

A catchy subject line may be the only thing standing between your event and success. If your recipient doesn’t open the email, they won’t see the invite. Email recipients base opens on two things:

 

 

They already have an impression of you. Even if they don’t know you/have never heard of your organization, that is an impression (i.e., Who is this person? I’m not opening emails from strangers.) You can’t control this by the time you need to send the email. But you can send it from a human name at your organization and not “No-reply” or “[email protected]” Receiving an email from a real human (name) makes people more apt to open it (to the tune of 35%, according to research from Pinpointe Marketing).


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7 Real Examples of Event Invitation Emails

invitation for an event

Article first published February 2015, updated February 2019.

You may have composed an email invite for an event or two in your time.

But have you ever wondered what elements of an email invite compel people to convert?

In this post, we’ve pulled a few invite emails taken from our email design gallery and analyzed them for conversion.

We’ve outlined what they did well and offered some advice on how they could be improved, with the goal of giving you some ideas you can apply to your next event invite email to increase ticket sales and attendance.

1. Big Sea Breakfast Club

What they did well

  • Design & imagery – The design of the email is pleasant and inviting. The font and imagery at the top of email are inviting, and compel the reader to continue reading the rest of the email for more information.
  • Opening Copy – The use of the words ‘and other Tampa Bay area leaders’ is a nice touch. Assuming this email only went to businesses in the Tampa Bay area, it addresses the reader directly and lets them know this event is highly relevant to them.
  • Invite-only event – The invite-only nature of the event creates a sense of exclusivity around it and compels people to attend and see what sort of exclusive insights and education they can get that will help them stand out above their competitors.
  • Map – The inclusion of the nicely-designed map at the bottom of the email helps people understand where the event is, and saves them from having to do the mental calculations around how long it will take to get there and how long it will take them to get back to work after the event.

Suggestions for A/B Testing

  • Improve email structure – Although they have separated the header area from the rest of the email, the body copy is quite a large text block and can be quite overwhelming. Given that most people will only scan your email campaigns, it would be worth breaking the email up into several smaller sections that address who the speaker is, what she will be discussing, the timetable of the event and the breakfast options being offered. This will enable people to better digest these different bits of information and get excited about what’s on offer.
  • Tell reader’s more about the speaker – The organizer has lined up a great speaker who is an expert in the field of PR, however, they haven’t done much to tell readers that. It would be worth including a bit more information about the speaker and her accomplishments to help establish her credibility and trust. Outlining clients she has worked with and results she has achieved will increase people’s desire for the knowledge and information she possesses and increase the chances they will attend the event.
  • Include a prominent call to action – The call to action in this email is a small text link to reply to the organizer and RSVP. It would be worth testing including a more prominent call to action button in the email, and linking it through to an event landing page. Tools like Eventbrite and Unbounce make this easy to setup, and doing so makes it easier for people to RSVP to the event and increases their chances of attending.

2. Working Three

What they did well

  • Nice Design – The design of the campaign is visually appealing and instills a sense of trust and authority in the event organizer. This helps ensure people that the information they get from the event will be authoritative and useful, and increases their desire to attend.
  • Series Banner – The use of the banner informs readers that this ‘Discussion Series’ is something that has been going on for some time. This instills authority in the event and relieves anxiety the reader may have around the value they will get from attending.

Suggestions for A/B Testing

  • Improve the value proposition – As you can see from the screenshot, the primary value proposition of this email is ‘Social Strategy and Sushi’. While this is a somewhat punchy headline, it isn’t clear what the reader is going to get from the event and why they should attend. It would be worth rewriting the value proposition to incorporate the 3 key elements of an effective value proposition, and testing to see if the revised value proposition compels people to take action.
  • Add a testimonial to the email – Given that this event is part of a larger series, it could be worth displaying a testimonial from someone who has attended a previous event. This will help alleviate reader’s fears that the event won’t be valuable and encourage them to attend.
  • Include a more prominent call to action – Like the previous email, the call to action in this email is a small text link to reply to the organizer via email. By making this call to action a button that leads to a landing page, it makes it much easier for people to respond to the invite and will help increase attendance on the day.
  • Remove Twitter & Facebook buttons – The Twitter & Facebook buttons at the bottom of the email are potentially distracting people from the core action W3 wants people to take, which is responding and attending the event. It could be worth removing those to reduce distractions and keep people focused on the main conversion action.

Get our guide to Designing High-Performing Email Campaigns and make every email you send a success. 

3. Hidden Dinner

What they did well

  • Unique, on brand design – The design of the email is unique and perfectly in line with their website and larger brand. This creates a cohesive experience for customers that continues to build loyalty for their brand.
  • Great use of curiousity – You’ll notice that this email contains a lot less information about the event than the others featured on this list. Hidden Dinner create a sense of curiosity by holding back information on the menu, entertainment, etc. that compels readers to click on the ‘See the menu and & reserve your seats’ link to learn more. While this is a great play by Hidden Dinner, be careful about using it in your own campaigns. Hidden Dinner have built a great brand and are only sending this to people who know how great their events are, so it works for them. However, if the people on your list aren’t familiar with your events then you’ll need to ‘sell’ the event more by including information on food, entertainment, speakers, etc.
  • Great CTA microcopy – The call to action copy they use in the email is great. ‘See the menu and reserve your seats’ is highly descriptive and leaves the reader with no doubt what is going to happen when they click it.
  • Great RSVP flow – Clicking on the call to action link at the bottom of the email takes readers to a branded landing page. Once they enter the password, they can see the menu and reserve seats for the event. This frictionless flow allows people to respond and book their tickets with ease, and helps increase ticket sales and event attendance.

Suggestions for A/B Testing

  • Add a prominent value proposition – The beginning of the email features their logo beautifully, but then just dives straight into the body copy. Although the copy is tight, the email should include a prominent value proposition that defines the offer and the benefits for the reader, such as ‘Enjoy a Southern Cali BBQ under the stars’. This catches people’s attention and compels them to continue reading the rest of the email to learn more.
  • Test adding a testimonial to the email – Hidden Dinner is a recurring event that has occurred several times before, so it would be worth including a testimonial from someone who has attended a previous event. This will help reassure readers it’s an enjoyable evening and worth their time attending.
  • Include a more prominent call to action – Although well written, the call to action in this email is a still a small text link hidden at the bottom of the email. By making this call to action a button with a contrasting color, it becomes more obvious to people who are scanning your campaigns what the next step is, and encourages more people to take it.

4. Steadfast Creative

What they did well

  • Beautiful design & imagery – The email itself is beautifully designed. The animation behind the header image is clever and the use of beautiful imagery behind each square makes this email really impressive. Each one of those images links through to their RSVP page as well, which helps to increase conversions.
  • Big call to action button – The use of the large call to action button at the bottom of the email is great, and makes it clear to readers exactly what the next step is.
  • Great RSVP flow – The CTA button and images link through to a simple RSVP form hosted on their website, making it easy for people to RSVP to the event.

Suggestions for A/B Testing

  • Add a value proposition – The current value proposition of this email is ‘Open House, Friday May 3rd at 7pm’. Whilst this does a good job of telling me when the event is, I’m not yet sold enough on attending the event to need to know when it is. Adding a value proposition that succinctly outlines what the event is about and what the benefit of attending is could help in grab the reader’s attention, get them to read the rest of the email and convince them to convert.
  • More event details – Although the email is beautifully designed, it lacks a lot of detail about the event itself. What happens at the event? Who am I going to meet? Is there a speaker or some sort of entertainment? As a reader, I’m left with a lot of questions about the event, and that would prevent me from committing to attend. Unless this is a regular occurrence and everybody on the list knows what the event is, it could be beneficial to include more content that spells out to the reader the schedule for the evening and the benefits they will get for attending.

5. Havaianas

Image: Really Good Emails

What they did well

  • This event invitation nods to event posters—We imagine this branding is used across all mediums (At least, we hope so!).
  • It speaks to a specific location and culture and the color palette is completely welcoming. We can tell this is going to be an experience to remember, just from the artwork alone!

Suggestions for A/B Testing

  • Try out different variations or placement of this artwork. Are people more likely to click when they see the image first or when it’s placed after copy about the event?

6. Google Science Fair

Image: Really Good Emails

What they did well

  • The organization and cleanliness of this email is pristine, speaking to science lovers everywhere.
  • It stays on-brand with everything Google. You don’t have to reinvent the wheel just because you’re introducing a new event.

Suggestions for A/B Testing

  • Add more or less information about the conference sessions and see how subscribers respond.

7. Meetup

Image: Really Good Emails

What they did well

  • This is a great example of a multi-event invitation. It cuts each event down to the important details: Logistics and call-to-action.

Suggestions for A/B Testing

  • Try different colors for the CTA buttons.
  • Experiment with more or fewer event listings.

8. BVE

Image: Really Good Emails

What they did well

  • Speaker features—It’s always helpful to put a face with a name!
  • Use of color to organize copy and information.

Suggestions for A/B Testing

  • Try various speaker line-ups and order of copy.
  • Send to various segments based on geographic location.

9. Stylist Live

Image: Really Good Emails

What they did well

  • Fun pops of color that maintains visual interest throughout the email

Suggestions for A/B Testing

  • Try different color palettes or an email with fewer visuals and more text and vice versa.

What you can learn from these emails

Across these 9 event invite emails, we’ve seen a number of things done well and a number of areas for improvement. Here are the common themes that you can learn from to help increase the conversion rate of your next event invite campaign:

  • Make it beautiful – All of the event invite emails seen here are well-designed and feature nice imagery and compelling visuals. This attention to detail reflects positively on your event and gives people confidence that it is going to be well run, informative and ultimately worth attending.
  • Have a clear value proposition – Make sure you start your event invite campaign with a succinct value proposition that makes it clear to the reader what is going to happen at the event and what benefit they will get from attending. By doing so, you catch the reader’s attention and draw them in to learn more about the event and ultimately convert into an attendee.
  • Sell the event – Even if your event is free, people are still paying with their time and you need to sell the event just like you would a product. Include detail about what will happen at the event and the benefits they will get from attending to compel people to attend.
  • Structure your email for scanners – People receive an average of 121 emails per day, and they don’t have time to read each one word for word. Instead, they scan your email campaigns looking for parts that interest them. So instead of writing a big, daunting block of body text to get all the information across, considering breaking it down into various sections with supporting images and visuals. This makes it much easier for people to scan your email and will result in more people receiving the key message of your campaign and taking action.
  • Use a call to action button – When we tested using a button vs. a text link as a call to action in our own email campaigns, we got a 28% increase in conversions. Buttons help your call to action stand out above the rest of the content in your email, making it clear to readers what the next step is and compelling them to take your desired conversion action.
  • Think about the entire flow – There are many steps between sending your event invite and people walking in the front door, which means there are plenty of opportunities for people to drop off. By creating a simple, effective RSVP flow like Hidden Dinner and Steadfast Creative have done, you can get more RSVP’s for your event and ultimately more attendees on the day.

Start creating your own event email from a free email template here.

Wrap Up

Event invite campaigns are an incredibly important part of your event promotion and planning. They are a great way to get the word out about your event to customers, leads & contacts and can help drive ticket sales and get attendees through the door.

So take these tips on creating a great event invite email, apply them to your next campaign and let us know how it goes!

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invitation for an event

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Invitations

Invitations are essential parts of many events. For small, personal or closed events, where only a specific number of people are invited to attend, invitations are a must. Invitations are typically chosen through a printing service, require postage for mailing, and require willing staff to stuff and address the envelopes. With today’s casual attitudes and instantaneous Internet connectivity, such a formal request as an invitation automatically sets an event above the ordinary. A sense of exclusivity is commonly attached to the receipt of a written invitation, making it a powerful tool for gathering top-notch executives, powerful financiers, or noted academicians to industry events, political gatherings, new product releases or high-profile think-tank gatherings.

Invitations fall within the realm



of the commercial printer. Selection of quality papers, distinctive fonts, properly sized envelopes and RSVP cards for return remittance compromise the classic invitation. Just as importantly, the tone of the invitation, the words used to express the invitation, and the times and location of the event must be obtained before the invitations are ordered, that printing and processing may be completed in a timely fashion.

Invitations are commonly distributed at least 3 weeks prior to an event, and if more time is necessary, determined by the size and scope of the event, they may be sent to recipients even earlier. Printing likewise takes time, and if it is part of the promotional process for the event, the invitations become one of the earliest details to attend to, once the venue and timeline of the event are established.

For political, religious and business-related gatherings, the invitation may be included in a mailing with a newsletter or other information, such as brochures, or include prompts to encourage a remission of monies for reserving lodging, transportation, or banquet attendance. There may also be options presented for participating in special events related to, but not part of, the main event, such as the dedication of monuments, buildings, or the opening of new businesses.

Invitations express a profound intimacy as it relates to the event and the guests involved. Invitations not only convey a sense of special regard for the invited, but they also impart a sense of dignity and charm to the event. Invitations likewise suggest opulence befitting important, formal, and celebratory affairs.



WATCH THE VIDEO ON THEME: "Event Invitation" Video Template

Planning a corporate or work event? Browse our wide selection of online business invitations with styles ranging from classic to contemporary.

invitation for an event
Written by Mazunris
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