Are you looking for a way to improve attendance at your next business event? Start with better invitations. Use the following tips to create invitations that will encourage more people to attend your event.
Include All The Important Details
Encourage people to attend your event by answering all potential questions before they arise. A detailed invitation will eliminate confusion and make your guests feel at ease. The invitation should include the usual things such as the date, starting and ending time, and the address of the event, but consider adding details to answer the following questions:
- Where is parking for the event? If guests need to pay for parking or navigate a confusing business park, include details in the invitation.
- Will there be a meal or refreshments? If the event is being held at a traditional mealtime, be clear about what food will be served. Make sure guests with allergies know what to expect before attending.
- What is the expected dress code? No one wants to show up to an event and stick out like a sore thumb—let guests know beforehand if the event is black tie, business attire, or casual dress.
Send Them Out At The Right Time
Send out invitations early enough for guests to plan their schedules, but not so early that your event will be forgotten. One option is to send a preliminary save the date invitation further ahead of time and follow up with a detailed invitation closer to the event.
Be sure to account for the time of year when planning your event. If you are hosting an event during a busy holiday season or a common vacation time, guests may need earlier notice of your event.
Personalize Each Invitation
Make sure your guests know that they are truly wanted by personalizing each invitation. Take time to add the person’s name instead of sending a generic greeting. If you have time and resources, hand address the envelopes.
Encourage People To RSVP
Encouraging people to RSVP to your event will make planning easier for you, and people who’ve committed to attending will be more likely to show up. Use one of the following ideas, or try one of your own:
- Offer a promotion to encourage early event registration. For example, if it is a paid event you could offer a discounted admission price.
- Include a pre-stamped and addressed envelope with a response form.
- Give guests the option to RSVP online.
Be Creative
Make your invitations interesting and memorable to encourage event attendance. Try one of the following ideas:
- Instead of sending an invitation on plain cardstock, use other materials with unique textures. Your event could use ribbon, metal, plastic, wood, or fabric to add interest.
- If appropriate, send an interactive invitation. For example, some people have printed event details on an un-inflated balloon. When the invitation is received the invitee blows the balloon up to read the invitation.
- Tie things together with a theme. If you are hosting a themed event, send invitations to match. You could use constellations in a design for a space themed event or graphics of tickets and luggage on invitations for a travel conference. A theme will make your invitations more memorable and add a sense of playfulness to the event.
Sending the right invitations can drastically improve attendance at your next event. Contact a shop that specializes in invitation printing to explore your options today!