How to manage sending invitations to your event

How to manage sending invitations to your event

WeezTicket offers you the easiest and most efficient features

You’ll already know it’s essen­tial to offer an online tick­et­ing sys­tem for your event. But how do you man­age send­ing free invi­ta­tions for your part­ners, col­leagues or rel­a­tives?

This can be a real headache, or it can be child’s play if you use the right tool.


    1. Invitations to events that charge for entry

    If your event is free, your invi­ta­tion mail­ing will be more about get­ting peo­ple to reg­is­ter and try­ing to lim­it the ‘no-show’ rate.

    How­ev­er, invi­ta­tions for an event that charges for entry work dif­fer­ent­ly: they are exclu­sive and are sent to a care­ful­ly select­ed guest list.

    Every event has a guest list, whether it includes vol­un­teers, spon­sors, staff mem­bers, or sim­ply peo­ple the organ­i­sa­tion wants to invite for what­ev­er rea­son. This is an exclu­sive group of peo­ple to whom you want to offer the chance to attend your event for free, mak­ing it easy for them to do so with­out tak­ing up too much of your time.

    2. Simple, fast and intuitive features

    There are many ways to approach send­ing invi­ta­tions, but you already have enough things to organ­ise with­out hav­ing to resort to a com­pli­cat­ed and time-con­sum­ing method.

    With WeezTick­et, you can send up to 500 invi­ta­tions per event (1,000 per Weezevent account) for free in just a few clicks.

    If you need to send more invi­ta­tions, don’t hes­i­tate to con­tact our team.

    How does it work?

    Pre­pare the guest list:
    If you want to send a large num­ber of invi­ta­tions at once, we rec­om­mend that you pre­pare your guest list in a spread­sheet before­hand (e.g. in Excel) with the fol­low­ing details: Sur­name, First name, Num­ber of invi­ta­tions, Email address. If you plan to send your invi­ta­tions to a small group of peo­ple, or as you go, you can enter them man­u­al­ly.

    Deter­mine the price of the invi­ta­tions:
    When sell­ing your tick­ets, you’ll have cre­at­ed dif­fer­ent types of tick­ets (stan­dard, VIP, etc.) with spe­cif­ic prices. You can send tick­ets belong­ing to one of these types for free, but we rec­om­mend that you cre­ate a spe­cif­ic tick­et type for invi­ta­tions, mak­ing it free and not vis­i­ble on the Inter­net. If you’re send­ing invi­ta­tions from dif­fer­ent cat­e­gories, with dif­fer­ent access rights, you can also have sev­er­al cat­e­gories of invi­ta­tions (e.g. media, influ­encers, friends & fam­i­ly, etc.).

    Spec­i­fy the num­ber of recip­i­ents:
    How many peo­ple do you want to send invi­ta­tions to? Select the num­ber of dif­fer­ent email address­es to which you’ll send one or more invi­ta­tions.

    Mes­sage and deliv­ery:
    Indi­cate whether you wish to send the invi­ta­tions direct­ly by email, or whether you’d pre­fer to down­load them for print­ing or send them by oth­er means. If you plan to send them by email, you can enter the sub­ject of the email and the mes­sage that will accom­pa­ny the tick­ets.

    In this online help arti­cle, we explain step by step how to use this fea­ture.

    3. How to write personalised messages

    When you gen­er­ate and send your email invi­ta­tions, as we saw in the last step, you can per­son­alise the sub­ject and the mes­sage that will appear in the body of the invi­ta­tion email. You can also change this sub­ject and mes­sage each time you send an invi­ta­tion, whether to an indi­vid­ual or a group.

    Would you like to fur­ther per­son­alise the email your guests receive to reflect your event? This Pre­mi­um ser­vice is also avail­able — please feel free to ask our team for advice.

    4. Peace of mind on D‑Day

    Gen­er­at­ing and send­ing invi­ta­tions by email is the fastest and eas­i­est way to man­age your guests’ access to your event. Each guest will have their own tick­et, com­plete with a QR code, which will allow them to enter the event with no dif­fi­cul­ty and no wait time. You can set up access con­trol so that your guests enter through the same door as the oth­er atten­dees, or cre­ate a fast-track queue reserved for guests.

    For­get about end­less print­ed lists, search­ing for names and col­lect­ing invi­ta­tions in per­son before the event — opt for a sys­tem that’s far more con­ve­nient for both you and your guests.

    Online tick­et sales, invi­ta­tion man­age­ment and access con­trol at your event are the fun­da­men­tal pil­lars of its suc­cess. Con­tact our team to see which is the best con­fig­u­ra­tion for your event.


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