Event Managment

Sending event invitations: 10 tips for event managers

The event journey of event participants often begins with the invitation. The first impression is crucial and a personalised approach is just as important as the possibility of a simple and uncomplicated registration. In the following, we have compiled 10 tips that will help you to convincingly address your potential participants with event invitations and to win them over for your event.

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1. Define target group

First of all, think about who the target group of your event is and who should be invited. Also try to find out which channel is the best way to reach your target group. 

2. Clear information

Make sure the invitation contains all the important information, such as the date, time, place and purpose of the event. Present or highlight the most important information clearly. 

3. Appealing design

Use an appealing design to attract the attention of your target group. Make sure that your event invitation and event website are in line with your own corporate branding.

4. Personalised address

Use the recipient's name in the invitation to create a more personal connection. A personal address increases the value of the invitation and the appreciation of your potential target group.

5. Build up tension

Use the invitation to create anticipation for the event and arouse the curiosity of potential guests. Highlight highlights of the event. Deliberately leaving some points of the programme open can create excitement.

6. Registration option

Make sure that participants have a possibility to confirm their participation directly with an integrated registration option. For a high registration rate, make sure the registration process is as simple as possible, for example with a pre-filled registration form. 

7. Send event invitation on time

Send out invitations on time to ensure that potential guests have enough time to plan their participation. For the optimal lead time, the general conditions such as event format, event duration, event date, event location or target group are relevant. As a guideline: "Safe the Date" should be sent out 4-5 months before the event, invitations 2-3 months before the event, reminder emails 1-2 weeks before the event. It is best to use a tool such as Zoon, with which you can schedule the meetings.

8. Mobile optimisation

Make sure that both the invitation and the sign-up option are easy to read on mobile devices, as many people open their emails on their smartphones. Again - a simple, mobile-optimised sign-up process is crucial for a high sign-up rate. 

9. Integration sozialer Medien

For public events, use the opportunity to share your event on social media to generate additional attention. Make sure that the link to your event website contains the necessary metatags so that the most important information is also presented in an appealing way on the social channels.

10. Reminder before the event

With a "last call" reminder shortly before the event, you can often convince some people to participate who have not yet registered. In addition, it is also advisable to send a reminder to guests who have already registered in order to reduce the "no show" rate and to provide the guests with the last important information. With a thank you message after the event, you give your guests an additional sign of appreciation and remain in positive memory. 

Our Professional tip

An event invitation by email has the greatest chance of being opened and read on Tuesdays and Thursdays.

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