The importance of the invitation

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(Created on 20/02/2009 19:28 - Edited on 09/08/2011 12:04)

What should you include in the invitation?

The invitation is the first impression of the event; therefore, it must be attractive and spark the interest of the potential participant. Here is a short overview of what should be included in the invitation.

When will the event take place?
The exact date, starting and ending time of the event.
What is it exactly?
The type of event and the title.
Where will it take place?
The venue, room numbers and directions.
Who is organising it?
The organisers of this event, sponsors, and possibly including a short description.
Who are the guests?
What is the target group of this event? Who is it meant for?
Why is it being organised?
The reason why the event is being organised (anniversary, product launch, etc.) Include a link to a website where all the information can be found.
Contact person
Who can the guests contact for more information?
(If applicable) Participation costs or registration fee
(Optional) Dress code
How to respond?
Provide a reply card with your invitation. This comes across as very professional and it shows that a great deal of preparation has gone into the event. You can personalise this by pre-printing the guests’ data.

The reply card is often replaced with an online registration process. If you would like, you can offer both possibilities.