We know that first impressions count, and when you invite someone to an event, the first impression is the invitation. This will serve to communicate to your attendees the day, time, place and even if there is a specific dress code.
There are many ways to write and invitation to an event. That is why we must know the most appropriate one to meet our goal in addition to making sure it is in line with the type of event we are going to hold. If you want to generate a good impression from the first contact with your clients, continue reading.
An invitation for an event is the means or the form through which a company, promoter or person attracts the public or attendees to the event to be held. When organizing an event, there are many processes that act in this, however, the dissemination is what will make a significant difference between success or failure. That is why today we are going to show you how to make the perfect invitation for your event.
These invitations can be issued from multiple channels which you should choose well if you are looking to reach more people or be more accurate in delivering your message. These channels will be defined according to the characteristics of the event, as well as the target audience.
Once our event is created, the next task will be to try to collect as many people as possible to get some kind of return on our initial investment, either as brand awareness or monetizing our event.
Achieving a high capacity for our event is not an easy task, precisely for this reason, it must be communicated in such a way that when they think about what they want to do on a certain day, it is our event that comes to mind.
This is where our invitations come into play. The way you analyze the target audience, the channels you choose to spread the message and how creative and good communicator you are in selling the event, will make the difference between success or failure in attracting attendees.
When the event is monetized, this effort will have to be greater because the attendee will think twice before going to one place or another and will thoroughly analyze the offers of each one.
The format in which this invitation is presented will directly influence and be associated with the event to be organized. That is why we must take into account the format we use to present our offer:
This type of formal invitations are traditionally used for very exclusive events, sucha as weddings, galas or events with a more serious character. They require an investment in time, money and effort on the aprt of the event organizer. This makes these types of invitations impractical for large gatherings.
Due to the effort associated with this type of invitation, as well as itrs exclusive nature, recipients are more likely to confirm their attendance.
Written invitations will give us that formal and personalized character, but at the same time, if we think of printed invitations to events, they will give us many more options. IF you have a good graphic designer to elaborate them, they can be really creative.
Besides, they are much cheaper to produce that the written ones, something that must be taken into account since we have already organized the whole event that is being communicated and that means an important expense.
These are by far the cheapest and quickest option. It can be carried out in the form of an email and send it to all your attendees or also create a Facebook event and invite people through the platform.
E-invitations are less formal, less exclusive and therefore less memorable and urgent. But you can send regular reminders and easily track responses and participation.
How far in advance to send your invitation does not have a specific number that will guarantee a good response. For example, a paid live event will be communicated with more time to sell a greater number of tickets, on the other hand, a Webinar or free online course can be positioned with a week in advance.
According to a survey conducted in the U.S. market, 27% of companies first announced their event 2-3 months in advance. However, 26% of event organizers start inviting a month in advance. This lets us know that there is no specific formula that will provide the success you are looking for to your event, what is undoubted is that, if money is invested in strategy, the attendees will be higher than if you do not do it.
Something that does help when sending these invitations is to know your client and know what is the schedule in which it is handled. The sending of these invitations has to be based on the characteristics of the market segment to which the event is addressed.
When it comes to communication, in order to be effective, there are certain structures that will help you to write a much more accurate message. Among the main elements that the campaign should contain are the following: