How to e‑mail invitations for an event — The step-by-step guide

How to e‑mail invitations for an event — The step-by-step guide

The best way to send invi­ta­tions is Elec­tron­ic mail. Sim­ple, quick, cost-effec­tive with a response time vir­tu­al­ly instan­ta­neous, it became the most use­ful tool for event orga­niz­ers.

But how to pro­ceed to launch a suc­cess­ful email­ing cam­paign ?

How to be sure that your email will be attrac­tive for your prospects and lead them to con­firm their atten­dance ?

To max­i­mize your chances, we pro­pose you 9 tips essen­tial to obtain suc­cess in send­ing invi­ta­tion emails for an event.

1. The cus­tomer’s data­base : key fac­tor of suc­cess

Have you orga­nized an event with Weezevent, pre­vi­ous­ly ? Use our Back Office fea­ture : Atten­dees > Man­age the atten­dees > Down­load to export eas­i­ly the email address­es of past events atten­dees.  This pre­cise tar­get rep­re­sents your best rate of return!  Once down­loaded, all you have to do is send your mes­sage from your busi­ness mail­box or use an email­ing solu­tion (such as Mailchimp, Mail­jet, YMLP,…) to con­fig­ure your mes­sage.

Tip : in order to increase your data­base between two events, we sug­gest to col­lect the email address of your fol­low­ers (on your blog, web­site) in feed­ing them reg­u­lar­ly with news relat­ed to your field of activ­i­ty.

2. Choose a sim­ple and attrac­tive sub­ject !

Start with a clear sub­ject line high­light­ing the main infor­ma­tion about your event.  The sub­ject of your email must intro­duce its con­tent and has to be obvi­ous for the recip­i­ent at first sight. Choose a short and attrac­tive word­ing (40–50 char­ac­ters max­i­mum).   Also, it has been shown that includ­ing a sym­bol into the sub­ject of a mar­ket­ing email allows you to stand out among over­loaded email box of the recip­i­ent and increase of 15% the chance to be read.

Exam­ple: “Join Weezevent for the “Apéro” in Carhaix !”

3. The sender must be easy to iden­ti­fy

The sender’s name of your email must be evi­dent, at first sight. It’s impor­tant for the recip­i­ent to rec­og­nize eas­i­ly your com­pa­ny, your prod­uct, or a referent’s name.

Exam­ple: “Weezevent” or “Geof­frey from Weezevent”

4. The body of your mes­sage must be sober and visu­al

The body of your email invi­ta­tion is lim­it­ed in num­ber of char­ac­ters.  Pre­fer a sta­t­ic or ani­mat­ed visu­al that will keep the reader’s atten­tion and don’t for­get to include the logo of your com­pa­ny.  The most impor­tant data (name of your event, date and loca­tion) must appear into the head­er which is to say at the top of your mes­sage.  As soon as the first para­graph or part, the recip­i­ent must have under­stood your mes­sage.

5. The mes­sage of your email must con­tain the key data

Don’t for­get to briefly include into the body of your mes­sage :

- The con­cept.
— The actors: talk­ing about the atten­dance of a per­former can decide your recip­i­ents to attend the event.
— Clear reg­is­tra­tion instruc­tions.
— An action but­ton “I sub­scribe” wise­ly locat­ed.

You can also add a link to your web­site, as well as your social net­works (Face­book, Twit­ter, Linkedln) in the form of a but­ton to click.

6. The “call to action” must be effi­cient

Keep it sim­ple, min­i­mize the num­ber of steps to reg­is­ter.  If there is a reg­is­tra­tion form to com­plete, try to restrict the num­ber of manda­to­ry fields.  Use an action verb as reg­is­tra­tion but­ton to solic­it strong­ly your prospects.  When rel­e­vant, add an incen­tive such as a spe­cial offer (e.g. for the three first sub­scribers).

7. The email­ing sched­ule must be wise­ly planned

Post the event in advance, allow enough time for your atten­dees to reg­is­ter, and send a reminder, not for­get­ting to retrieve from your list the name of those who are already reg­is­tered. Don’t for­get to remind your sub­scribers a few days before the event with an email “Remem­ber the date”. Don’t hes­i­tate to send an email to the non-reg­is­trants say­ing for exam­ple : “Less than 3 days to reg­is­ter for this event”.

8. Per­son­al­ize the mes­sage accord­ing to the receiv­er

To attract your guest, start by pre­sent­ing a his­to­ry of your rela­tion­ship.  Seg­ment the mes­sage accord­ing to the tar­get, and per­son­al­ize it with the name of your receiv­er (for ex. “Hi, Mrs./Mr. XXX”).  It is imper­a­tive to per­son­al­ize each invi­ta­tion.

9. Solic­it atten­dees after the event

Two or three days after the event, take time to thank par­tic­i­pants for their atten­dance. Don’t hes­i­tate to send a sum­ma­ry or a link to a video of your event, includ­ing to those who were absent. This could moti­vate them to attend the next event.  Also, send a sat­is­fac­to­ry appli­ca­tion to eval­u­ate the pros and cons about your event and keep all this pre­cious data to opti­mize the next event.

And now it’s up to you

And now it’s up to you !

The Weezeven­t’s team


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