You’ve been designing an event for some time and can finally see the light at the end of the tunnel. Now is a good time to think about sending an invitation to your guests.
In this guide, you’ll learn why event invitations are important, how to write them, and when to send them out.
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1. What is an event invitation?
The answer may seem obvious, but invitations to events offer more than you think. But what is considered an invitation for a casual event will not be appropriate for a formal event.
So what is appropriate?
So should you grab a fountain pen and write a personalized invitation on a handmade letter? Or is it enough to just tag people on Facebook??
The invitation should reflect the theme of the event. Because it should do more than just inform people about the practical details. It should be part of the event itself by creating excitement in advance.
Regardless of whether you choose to send an invitation by mail or a quick electronic message, it needs to match the general theme of the event.
2. The different types of event invitations
The format of the event invitation is important because it can affect recipients’ response rates as well as their impression of the event. Let’s take a look at the three types of event invitations.
1. Handwritten
Written invitations are traditionally issued for very exclusive events such as weddings, galas and a formal dinner.
They require time, money and effort on the part of the event planner. This makes it impractical for large gatherings with hundreds or thousands of attendees.
Due to the exclusivity and expense associated with written invitations, recipients are more likely to receive a response. A double envelope with an address further improves response rates.
2. Printed
Written invitations look good, but printed event invitations offer more options. Provided you team up with a good graphic designer or use an online template, then you can get really creative in it.
Printed invitations are cheaper to produce than written ones, but still more expensive than electronic invitations. They are also less exclusive than written invitations, but more so than digital ones.
Include a double envelope for the reply to the invitation.
To make printed invitations seem exclusive (and prompt recipients to RSVP), you can add a double envelope with your name when sending out event invitations.
Tip: Find a commercial printer who can print your event invitation and do it justice.
3. Digital
Digital event invitations, in whatever form, are by far the cheapest and fastest option. Because you can create an email and send it to all attendees at once with the click of a button.
Even faster you can create a Facebook event and invite people through the platform. You can also add event graphics to digital invitations to make them more elaborate.
Electronic invitations are less formal, less exclusive, and therefore less memorable and urgent. But you can send regular reminders and easily track responses and engagement.
Tip: For inspiration on this, check out examples of event invitation emails and social media event invitations.
3. What details to include in the event invitation
An event invitation must answer all relevant questions of the attendees. These include the what, why, who, when and where of an event.
Most event invitations include the following details:
- Name of the invited person
- Title and description of the event
- Name the hosts and organizers
- Time and date of the event
- Location and directions
- Dress code
- RSVP deadline
Depending on the type of event you are planning, you may also want to include information about parking, children and annex, restaurants, and special dietary needs.
4. How to formulate an event invitation
The choice of language should reflect the formality of an event. To do this, write formally for formal events and use casual wording for casual events.
Formal event invitations typically use language such as "You are cordially invited to…" and "We request your company’s pleasure…".
Event invitation: use a fountain pen for bonus points, but do not send wedding rings for this purpose.
Here are some event types that usually require formal wording:
- Academic seminars
- Anniversary celebrations
- Business lunches
- Official ceremonies
- Public viewings
There are of course exceptions to the rule. A business lunch can be informal and an award ceremony can be a twinkle in your eye. Just make sure the language fits the theme.
For occasional event invitations, simpler language is used, z.B. "Join us next month… " and "Don’t miss this…".
Here are some examples of events where an occasional formulation is usually appropriate:
- Informal dinners
- Small gatherings
- Work groups
5. Should you always send out event invitations?
Not every event requires an invitation. It is therefore worth considering whether you should spend any time at all on. For example, many of our readers organize courses that usually do not require an invitation.
Then have public events like parades and community fairs that are open to everyone and simply advertise the practical details on posters around town and online.
If you’re meeting a friend for coffee, there’s usually no need for a formal letter.
Here are some examples of events that do not require much in terms of event invitations:
- Casual parties
6. So when is the best time to send out event invitations?
There are no set rules for sending official invitations, yet there are some things to keep in mind when you do so.
The further in advance people are invited to an event, the less likely they are to be busy. But it is also more likely that they forget it when the event then approaches.
Conversely, the closer a date gets, the fresher an event will also be. However, it is also more likely that plans have already been made for that day.
Good timing means positive responses.
Here are some factors that affect the timing of an event invitation:
- Date – Send invitations earlier if an event is during a busy time, z.B. during a vacation season.
- Location – Give people time to book their flights and accommodations if an event is planned abroad.
- Size – Announce big events like conferences and festivals well in advance so people can keep their schedules clear.
- Tickets – Ticketed events with early bird options or a limited supply, should be announced early so attendees can also secure a ticket.
7. Ideas for event invitations for inspiration
If you’d like to see how other event planners have put together their event invitations, you’re in luck. Because we dug up some amazing and inspiring ideas you can use.
Check out these invitation ideas for events:
8. Templates for event invitations
Provided you feel ready to create event invitations yourself, then fear not. You don’t have to be a graphic designer for this. Because you can simply download one of the many free templates online.
Here are some free event invitation templates you can use:
Billetto is a ticketing platform that helps you plan, promote and host your events. Create a page for your event and sell your first tickets in under 5 minutes!
CREATE EVENT>>
Ready to send invitations?
Now you have all the resources you need to create and send a great event invitation. The question is, who do you want to invite?? And for what?