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Event Invitation

How to correctly design an invitation to an event

The planning and implementation of an event involves an enormous amount of work. Depending on the size of the event, the organization sometimes starts months or even years in advance. After all, schedule, catering, accommodation and side program all need to be well planned. One thing must not be forgotten: the invitation to the event. Only if the invitation is convincing and ultimately the majority of those invited will take part, the event will be a complete success.

Invitation to an event – what should you pay attention to?

There are many elements that play an important role in a (business) event invitation. To make your invitations effective and appealing, we have put together the most important elements of event invitations for you.

In principle, you have two options for designing your event invitation. On the one hand as a printed invitation, on the other hand as a digital invitation. There is no general answer as to which is the better option. Printed invitation cards are more expensive (printing costs), can get lost in the mail and make participant management more difficult (registrations and cancellations have to be entered manually). On the other hand, they are often perceived as more personal than their digital counterpart. Whether digital or printed ultimately depends above all on the target group of the event, the type of event, the short-term nature and the budget of the event.

The text of an event invitation must strike a balance between information and inviting target group. It is essential to answer the following questions:

  • WHAT kind of event is taking place?
  • WHEN will it take place? (date / time)
  • WHERE does it take place? (address incl. information on how to get there)
  • WHO is part of the event, is a participant, is a speaker etc.?
  • WHY is it worth being a guest?
  • HOW can you register for the event? (do not forget the deadline)

If these questions are already answered in the invitation, the most important things have been clarified. Of course, further information can also be provided, such as dress code, registration fee (if any) or a contact point for queries. In addition to the facts, it is also important to turn potential guests into actual guests. Use strong words that captivate the readers. Also pay attention to the correct description of the event and your target group. Show the participants that they are very welcome.

As soon as the text or the scope of the event is defined, you should dedicate yourself to the graphical design of your event invitation. The following design elements are basically available: images, typography/font, background, colors and, in the case of printed invitations, the paper. Atmospheric images in particular can attract the reader’s attention and create a positive atmosphere. This mood can also be strengthened by choosing a suitable font (type & size). Make sure that your event invitation also goes hand in hand with your corporate design. In addition, you can round off the overall impression by designing the background using graphics and images. The colors of the individual design elements also play a decisive role. Red attracts attention, blue looks trustworthy and businesslike and black is classic. The feel of the paper is also important for printed event invitations.

Depending on the type of invitation (printed or digital), the sending option also differs. Printed invitations are usually sent by post. Important invitations can also be dropped off personally or sent as registered mail. Digital invitations are primarily sent by email in a business context. Depending on the target group and event, invitations to events can also be sent on social media, in newsletters or via messengers. Digitally in particular, it is also a good idea to send several invitations. A typical breakdown would be as follows: save the date, official invitation, reminder.


Make it personal – design business invitations individually

The most important thing about event invitations is that they are really inviting. After all, only if the guests feel personally addressed and welcome the invitation serves its purpose. Therefore, make the invitation as personal as possible. A good start is to handwrite the guest's name on the invitation and sign it personally. If you have enough time and know your guests personally, you can even create an entirely handwritten invitation. You are also welcome to write a personal anecdote on your event invitation to arouse the interest of participants. This personal gesture also works digitally. For example, scan your handwritten message or attach a short video when sending the invitation.

Let creativity run wild with your event invitation

In event marketing (as in marketing in general) the first thing is to get the attention of the target group. The best way to achieve this is to make your event invitation stand out from the crowd. There are no limits to the imagination when it comes to design. For example, consider adding a goodie to your invitation. Is your event a product launch? Then simply send the new product or a miniature version of it (a sample pack of muesli, the new hair tie, a mini model car, etc.). Or tailor the form of the invitation to your industry. As a chocolate manufacturer, the invitation could be in the shape of a chocolate bar, as a company in the aviation industry, for example, you could design the invitation like a wing. There is also a lot possible in terms of text to let your creativity run wild. As a pharmaceutical company, how about an invitation in the style of a package leaflet? Or as a restaurant, write the "recipe for a perfect evening" on your event invitation. The creative and innovative design possibilities are almost unlimited.


Go digital – less effort, more achievement

A big advantage of digital invitations is that a lot of people can be reached at the push of a button. Digital invitations are therefore particularly suitable for large events with many participants. Social media also play a major role in promoting an event. The target group receives all important information about the event via social media, they can also share important event details and the reminder also works digitally. You can also use digital media to promote your event to effectively achieve more reach and visibility. A big advantage of digital event invitations is that you do not have any restrictions in terms of volume. Post as many images as you like, text additional information, and take guests “behind the scenes”. Even the follow-up to the event fits perfectly into the digital space.