8 Tips for Writing the Perfect Event Invitation

 You have been planning your 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 the event to your guests.

Read this guide to learn why event invitations are important, how to write them, and when to send them.

1. What is an event invitation?

The answer may seem obvious, but there are more invitations to events than you might think. What counts as an invitation to an informal event will not work for a formal one.

So what is appropriate?

Should you take a fountain pen and write a personalized invitation on a handmade letter? Or is it enough to simply tag people on Facebook?

Your invitation should reflect the theme of the event. It should do more than just inform people about the practical details. It should be part of the event itself by building excitement in anticipation.

So whether you opt for an email invitation or a quick email, it should match the overall theme of the event.

2. The different types of event invitations.

The format of the event invitation is important because it can affect the response rates of your recipients, as well as their impression of the event. Let's look at the three types of event invitations.

1. Handwritten

Written invitations are traditionally issued for very exclusive events, such as weddings, galas, and formal dinners.

They require time, money and effort on the part of the event planner. This makes them impractical for large meetings with hundreds or thousands of attendees.

Due to the exclusivity and effort associated with written invitations, recipients are more likely to RSVP. A self-addressed double envelope will further improve response rates.

2. Printed

Written invitations look good, but printed event invitations give you more options. If you partner with a good graphic designer or use an online template, then you can get really creative.

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 invitations.

Include a double envelope for RSVPs.

To make your printed invitations appear unique (and to ask recipients to RSVP), you can include a double envelope with your name on it when you send the invitations to the event.

3. Digital

Digital event invitations, whatever form they take, are by far the cheapest and fastest option. You can compose an email and send it to all your attendees at once with the click of a button.

An even faster way is to create a Facebook event and invite people through the platform. You can mark your digital invitations with your event graphics 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 keep track of responses and participation.

3. What details to include in your event invitation

Your event invitation should answer all relevant questions that attendees will have. These include the what, why, who, when and where of your event.

Most event invitations will include the following details:

·         Name of the invited person

·         Title and description of the event

·         Name of hosts and organizers

·         Time and date it will take place

·         Location and how to get there

·         Dress code

·         RSVP Deadline

Depending on the type of event you are planning, you may also want to include information on parking, children, seniors, dining options, and special dietary requirements.

4. How to write an invitation to an event

Your choice of language should reflect the formality of the event. Write formally for formal events and use casual words for casual events.

Invitations to formal events often use language such as "You are cordially invited to ..." and "We request the pleasure of your company …"

Invitation to an event: Use a fountain pen for bonus points, but don't send your wedding rings.

Here are some types of events that generally require formal writing:

·         Academic Seminars

·         Anniversary Parties

·         Award ceremonies

·         Business lunches

·         Conferences

·         Official Ceremonies

·         Open houses

·         Retirement Parties

·         Fairs

·         Wedding

Of course, there are exceptions to the rule. A business lunch can be informal and an awards ceremony can be ironic. Just make sure the wording matches the topic.

Casual event invitations use more direct language, such as "Join us next month …" and "Don't miss out …"

Here are some examples of events where casual writing is often appropriate:

·         Informal dinners

·         Christmas celebrations

·         Small Parties

·         Surprise Parties

·         Labor Holidays

.

5. Should I always send invitations to events?

Not all events require an invitation, so it's worth considering whether you should even make the time for it. Many of our readers organize classes, for example, that generally do not require an invitation.

Then there are the public events, such as parades and community fairs, which are open to all and simply advertise the practical details on posters around town and online.

Meeting a friend for coffee generally won't require a formal letter.

Here are some examples of events that won't require much in terms of invitations:

·         Casual Parties

·         Lessons

·         Comedy Shows

·         Community Events

·         Concerts

·         Treasure Hunts

·         Sports events

·         Team Building Events

·         Wellness Events

·         Workshops

6. When is the best time to send event invitations?

There are no hard and fast rules on when to send official invitations, but there are a few things to keep in mind when doing so.

The earlier you invite people to an event, the less likely they are to be busy. However, they are also more likely to forget it by the time the event unfolds.

On the contrary, your event will be fresher in people's minds the closer it is to the date. But they are also more likely to have already made plans for that day.

A good time equals positive responses.

These are some factors that will influence when you send the invitation for your event:

·         Date: Send invitations earlier if your event is taking place during a busy time, such as a vacation period.

·         Location - Give people time to book your flights and accommodation if you are planning an event abroad.

·         Size - Advertise large events, such as conferences and festivals, well in advance so that people can keep their schedules clear.

·         Tickets: Events with tickets with early booking options or a limited supply must be announced in advance to give people a chance to secure their ticket.

7. Event invitation ideas to draw inspiration from

If you want to see how other event organizers have created the invitations for their events, you're in luck. We have discovered some amazing and inspiring ideas that you can use.

Take a look at these event invitation ideas:

·         Canva

·         Event Manager Blog

·         Hongkiat

·         Inspiration Feed

·         Pinterest

8. Event invitation templates

If you feel ready to try creating your event invitations, fear not. You don't have to be a graphic designer. You can get one of the many free templates online.

Here are some free event invitation templates you can use:

·         Adobe spark

·         Canva

·         Avoid

·         Greetings island

·         Template.net.

 

Courtesy: event organizer in Lahore