We all know how important first impressions are, and for your guests, it starts with the invitation to your event. Not only does it formally invite your guests and inform them of the event agenda and information, but it sets the tone for your whole event and creates a lasting impression.

Depending on the type of event you are hosting and who you are going to be inviting; you will have different chosen methods of ways to invite your guests. There are three main ways you can invite your guests; by email, a written invite or using digital platforms. You may be thinking about how you even structure these invites to be sent out to your guests. To help ensure that you are inviting your guests using the right invite methods, the right language and establishing a first good impression, keep reading.

Email Invitation

Inviting your guests via an email invitation isn’t as informal as it may seem. It is one of the most efficient ways to invite your guests, especially if you are optimizing your email and adding a link that allows the recipient to easily RSVP, buy tickets or register for your event (we touch on this later).

Email invites can be sent to; company employees, senior management, employees and management from other companies within or outside of your industry. If you choose you can also invite your VIPs through an email invite.

There are two methods you can use an email as your invite;

A written email:

What to include in your email invite

  • A warm greeting
    • Dear John, we would love to see you at (event name)
  • Exact date and time of the event
  • Duration of the event
  • Location details
    • Venue address
    • Parking information
    • How to get there by public transport
  • The agenda of the event
    • Why would they want to go?
    • Include an outline of what will happen at the event
      • Conference with guest speakers, morning tea, break out groups, lunch etc 
  • Any relevant links
    • Register for the event, buy tickets, webinar link, RSVP link

The more information you can include in your invite email will save you a lot of time writing additional emails with information updates or answering guests’ questions.

  • Create a catchy email subject line for the event
    • You will want to grab your recipients’ attention and get them to open the email to read your invite.
      • Give specific details of the event in the subject line
      • Have a sense of urgency in the subject line
Formatting your corporate invites

An invite as an attachment:

Using an invite attachment within your email is a great way to reflect your event’s theme as well as your company branding with a visually pleasing designed invitation. Sending your invite as an attachment allows for your guests to download the invite on their computer or phone and allows them to have it accessible to refer back to for directions, date and timing.

A written element of the email will still be needed, to introduce the event and the company that is hosting the event and outline any other information that is not included in the attached invite. Refer to the written email method for what to include in the written element of your email invite.

Formatting corporate invites

The actual structure of your email will differ depending on the type of event you are hosting, and to help kick-start those draft email invitations here are some examples that you can use:

 

Product launch email structure:

Formatting your corporate invites

Conference email structure: 

Formatting your corporate invites

 

Business Meeting (internally) email structure:

Business Meeting

Written invitation

A written invitation is a very formal way to invite your guests. Receiving a high-quality written invitation communicates how important your guest is to your company. Written invitations can be sent to; all your VIP guests, governors, members of parliament, shareholders & stakeholders.

Although a written invite can be a time-consuming process, it is worth investing the time into writing and signing off your invitations. It sets the formal tone for your event, allows you to include all of the event information and introduces your guests to the event theme through the design of the invite.

What to include in your written invite:

  • First and Last name of your invitee
  • Company name of your invitee
  • Event name
  • A short blurb of the agenda of the event
    • What is the event about?
  • Exact date and time of the event
  • Duration of the event
  • Location details
    • Exact address
  • RSVP details
Writing

The design of your written invite will depend on the type of event you are hosting, however, the structure will be almost identical. Here is an example that you can use to structure your invite:

 

Written invite structure:

Greeting to shareholders & stakeholders:

Dear [Mr, Mrs etc] [last name],

We wish to extend an invitation for you to attend [company name] [event name & type]. We have been business partners/you have had a stake in our company for [x amount of years] and we would appreciate it if you would attend.

 

Greeting for governors & members of parliament:

Dear [Mr, Mrs etc] [last name],

You are cordially invited to [company name + type of event]. We would like to extend an invitation for you to attend [company name] [event name & type]. [Company name] believes that [event name] aligns with your current values [insert a connection i.e sustainable product launch/guest speaker about sustainability with a green party member].

 

Greeting for VIPS:

Dear [First Name],

We wish to extend an invitation for you to attend [company name] [event name & type].

 

Body of the written invite:

The [event name] will take place at [location] on [date, time & duration].

The purpose of this [event name/type of event] is to [what is the aim of your event i.e inform, educate, launch] and will do this by [snippet of the event agenda].

We would appreciate your attendance at [event name], the dress code for this event is [formal, semi-formal, or black-tie].

Please RSVP by [insert date] by contacting [contact details].

Yours Sincerely,

[Sign name]

 


Digital platforms

Using a digital platform to invite your guests, allow you to do two things;

  • Incorporate a link within your email invite to the platform for your guests to register for your event, buy tickets or RSVP
  • It also allows you to invite your guests by only using the platform without writing an email invite

Every digital platform is structured differently depending on what one you choose to use and they all have technician specialists and easy how-to guides for your convenience.

  • Eventbrite

A platform where you can create a ticketed event. You can keep track of all RSVPs through ticket sales.

  • Event Air

A platform that you can use to track RSVPs by having your guests register for your event online.

  • Try Booking

An event ticketing platform, to sell tickets for your event. Keep track of all RSVPs through ticket sales by having all of the data collated on one platform.

 

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