Date? Check. Time? Check. Place? Sure! You have the three important things on your invitation. But then you're not there yet. Because a good event invitation is more than just mentioning date, time and location. It's about arousing curiosity. Making an impression. It is the moment to convince people: you want to be there. From an invitation for a business event to an intimate brainstorming session, we will help you on your way.
How do you want to send the invitation?
Wait a little longer before letting loose on the visuals or directing the designer. Because first ask yourself: how do you want to send the invitation? Because this depends on the design, tone and shape of the invitation.
- Physical invitation
Chic meeting or a special moment? A physical invitation adds just a little more punch. It's a great start to your gala, for example. Or an exclusive conference. A networking dinner. It feels personal and gives extra cachet. Perfect for a business meeting in the Beatrix Theatre, for example. - E-mail
Less personal, but super handy and a popular choice for a business invitation: the e-mail. Extremely easy to personalise, send links and create an agenda item. Just remember to have a good title and subtitle, that triggers to open. - Video
An invitation by video is becoming more and more common. Not surprisingly, because you can also easily give a hint of the content here. A combination of moving images and music always works well. Extra fun is to have the CEO talk about the event, or briefly give the floor to the speaker. - Social media
Are you organising a low-key event? Like an open day, a networking drink, an informal meeting or a small presentation? Then an invitation via social media or another platform is ideal. Think LinkedIn, Facebook, Eventbrite or Instagram. - A combination
Finally (our favourite), a combination of invitations. For example, send a physical save-the-date, followed by a digital reminder. And use your socials to promote it and stay top-of-mind for a while again.
Some tips for making an invitation
Organisers regularly share their business event invitations with us. In addition, we ourselves regularly organise various events where we also send invitations. So we know very well what works and what doesn't. These are our best tips for making your own event invitations.
Tip 1. Focus on the basics
It may surprise you ... yet it happens more often than you think: the most important information is missing. Or not mentioned properly. We have even seen the wrong month listed! Also make sure there is not too much text. So focus on the basics. What, where, when, what time and for whom.
Tip 2. Use good titles
We wrote about it before, a good topic is extremely important. Make it tantalising, surprising or attractive. So not: "invitation to our event" but rather: "will you be there? Learn the latest insights from person huppeldepup".
Tip 3. Make it attractive to the eye
An invitation is like food. If it doesn't look tasty, chances are you won't taste it. Therefore, make your invitation attractive and use visuals to create atmosphere. Think carefully about details such as image, typography and colour.
Tip 4. Make signing up simple
There is nothing more annoying than an invitation where you have to search for how to respond. Therefore, think of a clear call to action: "Register here" or "Book your place". In an e-mail or digital invitation, create a clear button, in a physical invitation do it with words: "Sign up via ...".
Tip 5. Personalise the invitation
How best to reach people? Address them directly. For example, use the recipient's name in the salutation or subject line. This makes people feel exclusive, which increases the likelihood that they will want to come.
Tip 6. Think about timing
A wrongly sent invitation could just be the deciding factor for a full room or low turnout. For example, don't send it too early. This might make people forget about it. Too late is not an option either, because then chances are that the agenda is already full.
Tip 7. Get someone else to proofread
Are you working on the invitation for a long time? That's when you stare blindly at it. In short, you no longer see your own mistakes. And besides, what you find attractive may not necessarily suit the event. Therefore, get another person to take a look. A second set of eyes is always nice.
Ready to organise a successful event? With more than 100 years of experience in organising and hosting events, we know exactly what works and what doesn't work well. Also how to make a good invitation that is attractive and encourages people to come. Need help? We are here for you.
