Planning an event is no small feat. From the venue and schedule to vendors and entertainment, the list of tasks is endless.
Often, the invitations get overlooked. But they are the first touchpoint with your potential attendees, and the success of your corporate event hinges on them.
Don’t jeopardize your event’s success by sending out dull, uninspiring invites and wasting potential. If you want to streamline the process without sacrificing quality, check out our comprehensive guide (including templates in English and German).
Type of Invitation
Analog or Digital?
Before diving into designing or writing your event invitations, decide which type you want to send. This applies to all types of invitations—whether it’s a corporate event, company anniversary, or product launch. You have two options:
- Digital Invitations
- Printed Invitations
In recent years, more companies have embraced digital invitations due to the following disadvantages of printed ones:
- High Costs: Printing costs can add up quickly, even at bulk rates plus postage and possible design agency fees.
- Lack of Personalization: Personalized cards mean manually adding names, which takes time that could be better spent on other tasks.
- Lost Invitations: Physical invites can easily be misplaced, forcing recipients to track down event details themselves, which reduces attendance likelihood.
- Complicated Guest Management: Instant RSVPs aren’t possible with traditional invites. Guests may need to visit a website (via QR code) to respond, a cumbersome process for many.
Deciding whether to go with digital invitations depends on several factors:
Audience
Are your event attendees comfortable with digital tools? The answer is usually yes, as confirmed by the latest statistics.
Type of Event
For a local senior event, printed invitations might be best. For an online marketing conference, digital invitations are ideal.
Time Sensitivity
In the hectic lead-up to an event, invitations can be forgotten. Digital invites can be quickly created and sent, even a week before the event.
Budget
On a tight budget and need to send hundreds of invitations? Digital is the way to go. With Power eCard, you can also track and measure the success of your invites.
Invitation Text
Before you start designing your event invitation, think about the content. This applies to both printed and digital invitations.
Tips for Writing Invitation Texts
“Where do I start?” Writing an engaging text doesn’t come easy, especially on demand. To avoid staring at a blank page for hours, start by outlining the content.
Disclaimer: If you want to skip the effort, use one of our ready-made text templates.
Back to your invitation content. Use these simple tips to structure your text. With just three building blocks, you’ll have 80% of your content ready – then it’s just about connecting the dots.
1. Formulate an attractive subject line
80% of people only read the headline of a text – this fascinating insight from advertising underscores its importance impressively. Why is that? Sometimes it's due to a lack of interest in the topic at hand, but often it's because the headline itself fails to generate any interest. In event invitations, the subject line represents the headline. The key here is: Why should people who are already yawning at the subject line bother to struggle through the rest of the invitation?
Good subject lines are characterized by the following points:
- Clarity: Get straight to the point. Avoid unnecessary additions in your subject line.
- Power Words: Use words that grab attention and provoke interest, such as "discover," "secrets," "proven," or "guaranteed."
- User Focus: Shift the focus away from yourself to the reader. Clearly communicate the specific benefit or value they will gain.
- Accuracy: Don't make empty promises. Be truthful and straightforward to build trust.
Here are some concise subject line ideas:
- Pose Questions: "Do you know the biggest mistakes in..………?"
- Make Assertions: "Why ………… matter in ………….."
- Q&A Style: "Want to boost …………? Here's how."
________________________________________________________________________
Would you like to see how you can upgrade your event invitation?
Request your animated invitation eCard now.
________________________________________________________________________
2. Answer the most important questions
You're probably familiar with this method from elementary school (yes, it's a true all-purpose tool), and it's just as effective in event invitations. Answering the 'W' questions is half the battle in structuring your event communication. Start jotting down these answers right at the beginning of your planning process. Bullet points work great—just get started!
- WHAT's Happening? Describe the purpose of the invitation.
- WHEN's it Happening? Specify the event date and time.
- WHERE's it Happening? Provide the event location and offer directions.
- WHO's Speaking, Performing, or Attending? Share details about event participants.
- WHY Should I Attend? Highlight the benefits attendees will gain.
- HOW and UNTIL WHEN Can I RSVP? Explain the registration process step-by-step, including any deadlines.
HOW MUCH Does Registration Cost? If applicable, detail the associated fees.
Additionally, address these questions:
- Is There a Dress Code? Ensure guests feel comfortable by specifying attire expectations.
- Who Can I Contact for More Information? Provide all contact options (phone number, email, messenger).
3. Be Welcoming
The key to any invitation often lies in its approach—and no, it’s not just about choosing the right greeting. Instead, every reader should feel genuinely welcomed throughout the entire invitation.
Always address your readers actively (‘We warmly invite you’ instead of ‘You are invited’), personalize where possible by using their name, and adopt a friendly tone to establish a sense of closeness. Offering bonus incentives can further endear potential guests—simple gestures like inviting their partner or providing activities for children can make a significant difference.
Phrases to Avoid:
‘We will ensure your culinary satisfaction’—you’ve probably encountered this kind of wording in invitations before. While it’s reassuring, let’s face it: it sounds a bit dated for today’s standards. Yet, many still use it. Your invitation doesn’t need to sound like it came from the '90s horror movie set. Instead, we offer a better set of phrases to ensure your invitation sounds fresh, friendly, and open, making a positive impression on recipients.
Avoid These Phrases:
We will ensure your culinary satisfaction.
I would like to cordially invite you to our event XY.
We would be delighted to welcome you to our event on 01/20.
Please assist me in planning by letting me know if you can attend.
Instead, phrase it like this:
We ensure you have ample food and drinks during the event.
You're invited to join us at Event XY.
We look forward to welcoming you to our event on January 20th.
Please let me know if you'll be attending so I can plan accordingly.
Text Templates for Inspiration (German & English)
Template (German): Invitation to Product Launch
Subject Line: Erleben Sie die Vorstellung des Schuhs, der Ihren Laufstil nachhaltig verändern wird
Liebe Kolleginnen, liebe Kollegen,
sind Sie bereit für das nächste Level von Laufschuhen? Dann seien Sie bei der Präsentation des neuen XXX am Montag, den 10. Juni 2020, um 12 Uhr in unserem Headquarter dabei.
Neben leckerem Fingerfood erwartet Sie tiefe Einblicke hinter die Kulissen unserer Produktion und eine Keynote unseres CEOs. Lassen Sie sich die Chance nicht nehmen!
Melden Sie sich bitte bis zum 25. Mai 2020 an, sodass ich Ihren Platz für Sie reservieren kann. Die Teilnahme ist natürlich kostenlos.
Viele Grüße und bis bald
Max Mustermann
Template (englisch): Invitation to product launch
Subject line: Experience the idea of a shoe that will change your running style forever
Dear colleagues, dear colleagues,
Are you ready for the next level of running shoes? Then join us for the presentation of the new XXX on Monday, 10 June 2020 at 12 noon at our headquarters.
In addition to delicious finger food, you can expect deep insights behind the scenes of our production and a keynote from our CEO. Don’t miss the chance!
Please register by 25 May 2020 so that I can reserve your seat for you. Attendance is of course free of charge.
Best wishes and see you soon
John Doe
Invitation Design
Creating an (almost) irresistible invitation involves more than just compelling text—it also includes strategic design elements that can effectively persuade your ideal participants to attend your event.
Tailor the design around these four key components: images, typography, background, and colors, ensuring they align perfectly with your target audience.
1. IMAGES
Images play a crucial role in visual communication, capable of evoking emotions, desires, awe, and even shock.
Our Recommendations for Choosing the Right Images:
- Opt for images that align with the mood you want to convey.
- Be creative and avoid the most obvious choices that everyone else uses.
Avoid stock photos; instead, infuse your images with a personal touch.
Our Tip:
If you don't have the time or budget for a custom photoshoot with photographers, you can choose from a wide range of high-resolution photos on https://unsplash.com/. Sending out your event invitations digitally? Consider using motion graphics! You'll find a vast selection of videos on https://mixkit.co/, all in high quality. Both platforms offer completely free materials that are also commercially usable without any restrictions!
2. TYPOGRAPHY
Typography plays a crucial role in visual communication, influencing how our subconscious interprets messages and evokes associations and emotions in viewers. It's a (secret) weapon for crafting compelling event invitations.
Our Recommendations for Choosing the Right Typography:
- Opt for two fonts: a bold, eye-catching font for headlines (e.g., X) and a legible font for sub-headlines and body text (e.g., X).
- Avoid using too similar fonts that may clash; for instance, steer clear of pairing two serif fonts like Times New Roman and Minion.
- Ensure your text contrasts well with the background to enhance readability.
- Avoid excessive indentation or line spacing, as it can disrupt text cohesion; use appropriate sizes and spacing instead.
Our Tip:
For the web (including digital invitations), Google offers a selection of over 800 fonts – all for free! Check them out at https://fonts.google.com/.
3. BACKGROUND
If you're designing a double-sided invitation card, you'll likely have an image on the front and text on the back. Here, the focus is primarily on communication through words. It's crucial to ensure that the text stands out clearly against the background (contrast).
However, this doesn't mean you can't use additional design elements. Background graphics can be used to support your corporate identity or add decorative elements.
________________________________________________________________________
Would you like to see how you can upgrade your event invitation?
Request your animated invitation eCard now.
________________________________________________________________________
4. COLORS
Each color evokes specific emotions and influences how potential participants perceive your message. Don’t miss the opportunity to deliberately shape perceptions with thoughtful color choices.
Here’s a quick overview of the psychological impact of colors:
- Red: Dynamic, passionate
- Yellow: Cheerful, optimistic
- Green: Natural, lively
- Blue: Trustworthy, professional
- Orange: Energetic, warm
- Purple: Creative, magical
- Black: Serious, classic
- White: Clean, friendly
- Gray: Formal, professional
Invitation Distribution
Effective planning is key – especially when sending traditional invitation cards by mail. Insufficient time allocation can render all efforts futile. Design, printing, preparing address lists, printing address labels, assembling mailings, and postal delivery typically require several weeks or even months. When planning, consider that recipients in the B2B sector need ample lead time to schedule and prioritize attendance at your business event.
Even with digital invitations, adequate lead time is crucial, though overall time requirements are significantly reduced. Additionally, whether planning for single or multi-stage invitations, finding the right balance is essential. You aim to garner sufficient attention for your event while not overwhelming potential guests.
From our experience, a three-stage approach, including Save the Date, formal Invitation, and Reminder, achieves optimal results. Notably, implementing a three-stage invitation process is predominantly feasible through digital solutions.
Save the date
at least 4 months before the Event
Invitation
at least 2 months before the Event
Reminder
2 weeks before the Event
Plan your participant management process ahead of time when sending out invitations: Collect RSVPs traditionally or manage them seamlessly with dedicated software solutions. By sending digital event invitations via email or specialized software, recipients can easily respond, and you can efficiently handle their feedback. Implement solutions to streamline this process.
Our Tip:
Consider implementing a multi-stage, cross-media invitation strategy. For instance, start by sending a digital 'Save the Date' notice, followed by a formal invitation via mail, and then send a 'Reminder' message via XING or LinkedIn. Use digital channels to direct invitees to a landing page with additional information and multimedia content like videos.
Event Invitations and GDPR Compliance
Since May 25, 2018, the marketing world has been navigating the complexities of data privacy with caution. What’s allowed, what’s not?
Before we proceed, please note: We do not provide legal advice. Instead, this is a compilation of our research findings (and consultations with privacy experts) to the best of our knowledge. Discuss planned security measures with your data protection officer or legal department.
Invitations to Companies:
Send email invitations to companies (e.g. info@power-ecard.com), not targeting specific contacts within. This method complies with GDPR when using data from publicly available sources (e.g., phone directories) without using personal information.
Invitations to Individuals:
Target individuals within a company, following GDPR guidelines for personal data processing.
This typically requires consent, except in specific exceptional circumstances…
Special Cases:
You have the freedom to email invitees with whom you maintain a pre-existing or ongoing business relationship.
Imagine using a tool like Power eCard, crafted specifically as a personalized 1-to-1 marketing solution. Here, an employee within your organization can effortlessly send digital event invites to their established contacts—whether clients or partners—with customized greetings and messages. In these instances, formal consent isn't required, aligning seamlessly with GDPR regulations due to the clear existence of an active business relationship.
Using a digital tool for invitation management demands attention to these critical features for GDPR compliance:
Conclusion
Digital transformation within enterprises is a monumental task. Particularly, processes like digital event invitation management offer a perfect opportunity to seamlessly transition from traditional to digital with minimal effort. Embracing the philosophy of 'Think big, start small.'
A digital solution not only makes event invitation sending more cost-effective and flexible compared to traditional mail but also enhances efficiency and adaptability. This allows you to focus wholeheartedly on event planning aspects that resist digitalization.
Now it's your turn: Do you have a tip or experience to share? We welcome your insights, additions, and feedback via email at: info@power-ecard.de
Do you have the right text now, but not yet a design? Browse through the eCard library with over 100 designs.
