Occasion Invitation Emails: a Deep Dive

E mail performs an essential position within the success of any occasion. Whether or not it’s an off-the-cuff glad hour or a hybrid seminar, occasion organizers can use their occasion invitation electronic mail to promote out their gathering. However how do you write an occasion invitation electronic mail that converts? Whether or not you’re working in your first marketing campaign or your fiftieth, we’ve bought some knowledgeable recommendation and concepts to spark your creativeness.

On this put up, we’ll break down our tried-and-true steps for writing an occasion invitation electronic mail that leads will reply to. We’ll additionally break down why electronic mail is the primary channel for RSVPs,  share recommendation from the knowledgeable interviews we’ve curated, and description the related electronic mail information. Let’s dive in!

Why electronic mail is essential for occasion registration and planning success

Do you know that 76% of entrepreneurs agree electronic mail is “the only best technique to drive registrations”?  In a survey performed by Markletics, 3851 respondents named electronic mail as their most important advertising and marketing channel for occasions.

This is smart. With out electronic mail, we’d be restricted to sending occasion invites over SMS, social media, and common mail. Whereas all of those channels mixed can help a profitable occasion marketing campaign, electronic mail nonetheless stays the very best hub for sending invites.

Not solely is electronic mail simpler to ship and obtain, it’s additionally straightforward to seize person information. Entrepreneurs can use this data to higher perceive their viewers, monitor and enhance engagement, and create evidence-based gross sales funnels.

Having this evaluation at your fingertips makes it easier to determine what’s or isn’t working together with your occasion technique. You may then replace your advertising and marketing plans accordingly utilizing this real-time suggestions… all because of electronic mail.

The right way to write an occasion invitation electronic mail

You may observe these primary steps to writing your occasion invitation electronic mail. Whether or not it should stand alone or kick off a sequence, we advocate taking this method.

Step 1: Collect samples

Begin by grabbing a mixture of different occasion invites despatched out by rivals or manufacturers in your area of interest which have hosted comparable occasions. Evaluate and distinction what you want or dislike about every one to additional develop your style and the fashion of the occasion. Make an inventory of parts that encourage you as you progress on to the following part.

Step 2: Checklist key particulars

Reply every of the next questions:

  • What’s your aim for the occasion?
  • Who’s the occasion for?
  • What are the advantages of attending your occasion?
  • What data will audiences must know earlier than signing up?

Step 3: Select the format and design

Some entrepreneurs desire to work on the copy first and design second, however we advocate beginning with the design. It’s simpler to see how a lot house you actually need to work with, so that you’ll understand how a lot copy you may accommodate. Think about how your design will look on completely different sized screens. Guarantee that no matter you write will match into the design in a means that’s straightforward to learn and aesthetically pleasing.

Step 4: Draft the copy

Your electronic mail copy ought to serve one clear goal: be persuasive. The aim of the e-mail will possible be to enroll or purchase a ticket for the occasion. If that’s the case, be sure your occasion invitation electronic mail name to motion displays that.

To be persuasive, spotlight one or two of probably the most thrilling parts of your occasion inside this primary electronic mail. This may be your spectacular visitor audio system, lovely location, or one-of-a-kind workshops. No matter it’s, boil your message down to those key factors and give attention to them whereas writing.

Step 5: Have just a few choices

You could discover that your first three electronic mail drafts weren’t fairly proper. Be sure to preserve every model although. You may simply Frankenstein the entire finest elements of your different drafts right into a single electronic mail you’re glad with.

Use these knowledgeable tricks to write a killer occasion invitation electronic mail that really will get engagement

Make your occasion invitation electronic mail stand out with these finest practices, distinctive concepts, and real-life examples. We interviewed consultants and dug deep into analysis to compile this checklist of actionable steps that may take your advertising and marketing to the following stage. Use a number of of the next ideas to extend your open price, hook recipients, and in the end promote extra occasion tickets.

  1. Put essential particulars above the fold

“Emails selling occasions ought to typically be temporary,” says Kavin Patel, the Founder and CEO of Convrrt. His platform presents companies electronic mail advertising and marketing instruments, amongst many others. In an electronic mail to Social Tables, Patel went on to say that “initially of the e-mail, checklist a very powerful particulars about your occasion, such because the date, the venue, and a hyperlink to buy tickets.”

Retaining the viewer’s consideration above the fold is essential. “The less scrolls your reader must make to search out the data they want are higher,” advises Patel. Additionally, don’t overlook to match your electronic mail topic strains with the content material of the e-mail itself so leads know what to anticipate when opening the message.

  1. Time it proper

A joint survey of over 400 occasion entrepreneurs performed by Eventbrite and electronic mail advertising and marketing software program Emma discovered that the occasions and dates these professionals despatched out their occasion invites drastically varies. However there are some patterns.

Some, 27%, took the early fowl will get the worm route by beginning their occasion invitation electronic mail sequences two to a few months upfront of the occasion. One other 26% waited till a month earlier than. And nonetheless one other 14% waited till about two weeks out.

Our takeaway? All issues being equal, you actually can ship your first occasion invitation electronic mail anyplace from three months to 2 weeks out with out unfavourable penalties. Any kind of time than that may imply risking low attendance numbers.

This is likely to be as a result of sending your first invitation up to now upfront makes it simpler to overlook concerning the occasion totally. And for those who wait to ship it lower than 14 days earlier than the occasion, there’s a great likelihood a few of your viewers will have already got plans for the time and date.

One other attention-grabbing takeaway from this survey: the vast majority of occasion entrepreneurs most well-liked to ship their first occasion invitation electronic mail on Tuesday afternoons. Whereas this may increasingly not imply this time and date mixture is finest in your viewers, as Rachel Grate, a content material strategist and editor at Eventbrite reminds us, it’s a great place to start out.

Earlier than scheduling the message for two:00 pm on a Tuesday, take into account the next:

  • Whether or not or not they’ve interacted together with your emails on this similar time of day previously (trace: have a look at your earlier information)
  • Your audience’s private {and professional} habits
  • Any huge occasions that could be occurring in your audience’s business or nation
  • What time zone they’re situated in
  1. Section audiences

Social Tables additionally spoke to Cicinia’s Chief Digital Officer Caitlyn Parish. Having labored within the bridal business for a few years as each an occasion planner and a marketer, Parish is aware of a factor or two about writing occasion invitation emails for her purchasers and her personal enterprise.

“Opposite to the overall tip of sending mass emails to prospects immediately,” says Parish, “you will need to categorize audiences that can be reached to acknowledge their various diploma of inclination and expectations towards the forthcoming occasion.”

In different phrases, take into account who will really be studying your occasion invitation electronic mail. Are there objectives completely different from different elements of your viewers? Will they reply to the identical language? What about the identical CTAs? Think about these questions earlier than you hit “ship”.

And don’t overlook to personalize your topic strains by immediately addressing the recipient by title.

  1. Select the precise tone

Parish additionally stated that it’s essential to reconcile each the tone and goal of your electronic mail. If the occasion is formal, use formal language. However as Parish factors out, “electronic mail invites needn’t be extremely formal always, so be sure to incorporate an off-the-cuff tone if acceptable.”

For instance, the language you utilize to jot down an occasion invitation electronic mail for a kid’s birthday celebration can be completely different from the language you utilize for a company gala.

  1. Add some bells and whistles

Occasion invitation emails with a number of embedded pictures, video hyperlinks, GIFs, and particular presents are a profitable mixture in our books. Listed below are some artistic methods to make use of multimedia options in your occasion invitation electronic mail to create higher engagement:

  • Create occasion speaker playing cards with their bios and headshots
  • File a customized occasion invitation video immediately addressing the recipient on a private stage
  • Add some informal humor to your occasion invitation electronic mail with GIFs that reference popular culture
  • Place a ticketing countdown clock within the electronic mail physique so as to add a way of urgency to your registration deadline
  • Insert Tweetable occasion invites visitors can use to see who else of their community goes
  • Embrace a clip of all of the enjoyable everybody had eventually yr’s occasion

As you may see, these additions are participating, entertaining, and persuasive in any occasion invitation electronic mail. The sky’s the restrict with this! Nevertheless we do advocate preserving your design and messaging streamlined, in order that the occasion invitation is as straightforward to learn as potential.

  1. Observe etiquette guidelines

Occasion invitation etiquette was created for handwritten letters. However the classes we be taught from this extensively accepted code of conduct applies to electronic message, too. The most important etiquette rule occasion entrepreneurs ought to take note of? Answering questions your viewers is more likely to have.

This consists of, however isn’t restricted to:

  • Gown codes
  • Parking directions, and a map if the venue is difficult to search out
  • Guidelines on plus ones
  • A quick synopsis of meals and beverage everybody can anticipate plus the place to submit allergy or dietary restriction data
  • Occasion-specific data they might not have thought to ask about (assume bug spray, umbrellas leases, and many others.)
  1. Use a template

Kate Zhang is the founding father of Kate Backdrop, an organization that gives photograph backdrops for occasions. Right here is an occasion invitation electronic mail template she’s efficiently despatched to her VIP clients:

“Good day,

You might be cordially invited to attend our upcoming occasion (insert occasion title right here). This thrilling gathering can be going down on (insert date and time right here), and we’d love so that you can be a part of us.

The aim of this occasion is to (insert occasion goal right here), and we predict you can be a priceless addition to the dialog. This can be a terrific alternative to community with like-minded people, and we hope you’ll reap the benefits of this opportunity to attach with others in your discipline.

If you’re enthusiastic about attending, RSVP by (insert date right here). We sit up for seeing you there!


(Your title)”

As you may see, such a occasion invitation electronic mail is brief and candy whereas additionally providing just a few key elements:

  • Occasion particulars
  • A brief rationalization of the occasion aim
  • What visitors can get out of it
  • Why she has particularly invited this individual
  • How and when to observe up by

All although it’s fairly easy, the straightforwardness of this message gives simply the right combination of data with out being overwhelming.

We advocate this template for emails despatched on to people moderately than a whole checklist. You may even use this instance as a leaping off level and add in different parts afterward.

Able to get occasion goers enthusiastic about your subsequent gathering?

Use our useful information to growing viewers engagement to get the business’s newest suggestions and methods.

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