The participant experience at an event often begins with the invitation. The event invitation is the first impression, and a personalised approach is just as important as a simple and straightforward registration process. In this blog post, we’ve put together a range of best practices for event invitations that will help you reach out to your potential participants in a compelling way and win them over for your event.
Use the following points to get an overview of the success factors before sending out your event invitation. With the dispatch of your invitation, the excitement and anticipation begin for your attendees. Take enough time to plan this first, crucial step in event communication carefully.
Start by considering who your target audience actually is and who should be invited. Also, find out which channels are best suited to reach your audience.
Ensure that the event invitation includes all key details, such as the date, time, location, and purpose of the event. Present the most important information clearly and highlight it visually.
Use an attractive design to capture the attention of your target audience. Make sure that both your invitation and your event website are consistent with your corporate branding.
Address recipients by name to create a more personal connection. A personalised invitation increases both the perceived value of the invitation and the appreciation shown to your target audience.
Use the invitation to spark anticipation and curiosity about the event. Highlight the event’s key features, and leave some programme details open to build suspense.
Ensure that participants can confirm their attendance directly via an integrated registration option. For higher registration rates, make the process as simple as possible – for example, with a pre-filled registration form.
Send your invitations early enough so that guests have sufficient time to plan their attendance. The ideal lead time depends on factors such as the event format, duration, date, location, and audience. As a general guideline:
Ideally, use an event tool like Oniva, which allows you to schedule email campaigns automatically.
Make sure both the invitation and the registration form are easy to read and complete on mobile devices, since many people open emails on their smartphones. A simple, mobile-optimised registration process is key to higher registration rates.
For public events, take advantage of social media to generate additional attention. Ensure that the link to your event website contains the correct meta tags so that key information is displayed attractively on social platforms.
A “last call” reminder shortly before the event can often convince undecided guests to register. It’s also worth sending reminders to already registered participants – to reduce no-shows and share any final important details.
To make your event a success, you need a well-planned and professionally designed invitation. But how do you ensure your message actually reaches your audience? And how can you prevent your invitation from ending up in spam or being ignored?
Here are eight proven strategies to improve the delivery and open rates of your event invitations – based on best practices from our experience in event and email communication.
A successful campaign starts with a well-maintained email list. Only use active and valid contacts, ideally with prior opt-in. Avoid purchasing email lists – they’re often outdated or low-quality, increasing bounce rates and harming your sender reputation.
➡️ Tip with Oniva: Oniva enables GDPR-compliant guest management with integrated opt-in forms, helping you build a high-quality contact base from the start.
Your sender reputation determines whether your email lands in the inbox or the spam folder. Providers evaluate bounce rates, spam complaints, and engagement metrics.
Use certified, stable servers – ideally through a dedicated or trusted email provider.
➡️ Tip with Oniva: Oniva sends your event communication via high-performance, professionally configured servers with SPF/DKIM authentication for optimal delivery.
Authentication protocols like SPF (Sender Policy Framework), DKIM (Domain Keys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting & Conformance) are essential today. They protect your domain from spoofing and confirm to receiving servers that you’re a legitimate sender.
➡️ Work with your IT team or hosting provider to set these up correctly.
Use consistent sender addresses under your company domain, such as events@yourcompany.com. Avoid no-reply addresses or free email domains such as @gmail.com or @hotmail.com. These appear unprofessional and reduce the trust of potential participants.
➡️ A personal, recognisable sender address significantly increases the likelihood of your email being opened.
Spam filters are sensitive to sensational terms such as “Free”, “Secure now”, or “For a limited time only”, as well as excessive punctuation like !!! or %?!. Subject lines written entirely in capital letters also often appear spammy.
➡️ Stay factual and relevant – focus on the specific value your event provides.
The subject line is your door-opener – it determines whether your email is clicked or ignored. Keep it short, clear, and intriguing. Good subject lines typically include:
Example: “Your personal invitation to the FutureTech Conference”
➡️Tip with Oniva: You can easily customise and test subject lines and sender details for each event campaign.
Personalised content achieves significantly higher open and click rates. Address your recipients by name, refer to previous interactions, or highlight specific interests. This makes your event invitation more relevant and prevents it from appearing as a mass email.
➡️ Tip with Oniva: With Oniva, you can automate personalised event communication – even for large recipient lists.
Email attachments are often flagged by spam filters and may be blocked in corporate networks. They also make mobile use more difficult.
Instead, include content directly in the email or link to landing pages – for example, the event website, programme, or registration page.
➡️ Tip with Oniva: With Oniva, you can create a dedicated landing page for each event and include a personal event link directly in the invitation.
The primary goal of an event invitation is always to encourage registration. Therefore, include a clearly visible call-to-action button in the invitation, such as “Register now” or “Go to registration”.
➡️ Tip with Oniva: With Oniva, you can freely define each call-to-action and translate it seamlessly for different languages.
Use preview and test functions to check how your invitation appears across different email clients (e.g. Outlook, Gmail, Apple Mail). Ensure all links, formatting, and mobile layouts work correctly.
➡️ Tools like Mail-Tester can also help you analyse technical quality and spam classification before sending.
Many event organisers ask themselves before an event whether invitations should be sent in physical or digital form. Both formats have their advantages and disadvantages – and a combination of the two can also make sense.
A physical event invitation is a printed card or letter sent in paper form to invite people to a specific event. Physical invitations are often used for occasions such as company anniversaries, product launches, or other exclusive customer and marketing events.
Despite these disadvantages, a physical event invitation can still be the right choice – particularly when the invitation itself is part of the overall event concept.
A digital event invitation is an invitation to an event that is created and sent electronically, rather than in printed form. This type of invitation is often distributed via email, messaging services, or social media.
The advantages of digital event invitations clearly outweigh the disadvantages. This is especially true because event communication does not end with the initial invitation. If additional communications such as reminder emails or the distribution of final event information are planned, the digital route is more cost-effective, flexible, and faster.
Eine interessante Möglichkeit ist die Kombination einer physischen Event-Einladung mit einer digitalen Event-Anmeldung. In diesem Fall wird die physische Event-Einladung mit einem QR-Code zur Event-One effective approach is to combine a physical event invitation with a digital registration option. In this case, the physical invitation includes a QR code linking to the event registration page. This allows participants to register directly via their smartphones, while organisers receive real-time feedback. An enhancement of this approach is the integration of a unique QR code for each guest, creating a personalised registration experience.
In this blog post, we have compiled various templates for event invitations, suitable for internal events, conferences, training sessions, product launches, or company anniversaries.
Final event details are important pieces of information that event managers send to participants shortly before the event. They are often referred to as a “reminder email,” as they serve both as a reminder and a summary of key information.
After weeks or months since registration, follow-up communication is essential. Final event details serve to remind participants of the upcoming event, inform them of any changes, and ensure that all guests are well prepared and informed.
The ideal timing for sending final event details depends on several factors, including the type of event and the audience. Typically, these details should be sent 2–3 days before the event to account for any last-minute changes.
Digital channels such as email, SMS, or social media are best suited for last-minute communication. The channel chosen should ideally match the one used for the original invitation to ensure reliable delivery. Using multiple channels can help increase reach.
An email with final event details should be clear and concise. The specific content will vary depending on the event, but it can include:
Highlight the most important information to ensure participants notice it.
Pre-event communication can also help reduce no-shows, thereby improving event marketing outcomes. Additional tips on reducing no-shows can be found in our blog post on reducing the no-show rate.
Your event invitation often determines whether someone will attend your event or not. It is the first point of contact and should be clear, personal, and easy to understand. Define your target audience, provide the key information at a glance, ensure an appealing design, and make registration straightforward. Plan your sending schedule carefully and use reminders to minimise cancellations or no-shows.
Digital invitations have the edge: they are more cost-effective, flexible, environmentally friendly, and can be seamlessly integrated into the registration process with personalised links or QR codes. Physical invitations, however, can be impactful when you want to emphasise exclusivity, tactile appeal, or memorability. Often, the most effective approach is a combination of both formats.
Using professional event tools like Oniva ensures that your invitations are delivered reliably, look professional, and that the registration process works smoothly. This increases the likelihood that your target audience not only opens and reads the invitation but also registers, helping to make your event a success with a large number of attendees.
.svg){kind=small}
The 2m2c - Montreux Music and Convention Centre is a multi-purpose exhibition center on the shores of Lake Geneva. Known for the Montreux Jazz Festival, the location offers space for up to 1,500 participants for congresses. Even after the ongoing renovation until 2025, the location will remain known for its unique atmosphere and views.
The Beaulieu Congress Center in Lausanne describes itself as a combination of the tried and tested with modernity. Modular rooms offer space for up to 4,700 participants. Thanks to two bus lines, the location can be reached with a direct connection from Lausanne's SBB train station.
Better known as a trade fair location, Bernexpo will be offering new, different rooms for conferences in the federal city of Bern from 2025. The new construction of the "Festhalle" will create interesting possibilities with a capacity of up to 1,300 guests in one hall.
With five spacious halls and 25 conference rooms, the Congress Center in Basel offers many possibilities for a wide variety of events. In addition to its central location in Basel's city center, the congress location has the advantage of being directly connected to the exhibition grounds, making it the largest congress center in Switzerland in terms of space.
The Convention Center (Kongresshaus) Zurich describes itself as the newest congress center of its kind in Switzerland. It is located directly on the shores of Lake Zurich and, thanks to its flexible room layout, offers options for a wide variety of event types and parallel break-out sessions for up to 4,500 participants. A breathtaking panorama on the terrace offers ideal conditions for relaxing breaks.
The Lucerne Culture and Convention Center is located in central Switzerland on the shores of Lake Lucerne and offers space for conventions with up to 2,815 participants. Numerous break-out rooms offer the opportunity for parallel sessions. The concert hall is known worldwide for its outstanding acoustics and is therefore ideal for a musical show to round off a conference.
This classic venue in the federal city of Bern is the largest cultural and congress center in the region to date and offers 28 rooms for conferences. The "Arena", the largest hall, can accommodate up to 1,357 guests.
Known for the International Motor Show, Palexpo offers eight conference rooms of different sizes with a maximum capacity of 2,500 participants. The venue, which has been established for many years, underwent a further expansion in autumn 2023, adding 12 new conference rooms to its offering.
The SwissTech Convention Center in Ecublens is one of the largest convention centers in the Lake Geneva region. It can accommodate 3,000 participants in up to three halls. The less than ideal accessibility is compensated for by a modern and impressive auditorium.
"The Hall" in Zurich Stettbach offers around 2,000 square meters of space for congresses and conferences with up to 3,051 seats. The adjoining room can accommodate up to 500 guests for break-out sessions. "The Hall" is located right next to Stettbach railroad station and can therefore be reached from Zurich in a short time.
ACO Hospitality in Büdelsdorf features the ACO Academy, a modern conference centre with eleven high-quality rooms, ideal for congresses and specialist seminars. The adjacent exhibition hall, covering 2,900 m², enables the hosting of large-scale events such as trade fairs and exhibitions. Its open architecture, featuring large glass surfaces, creates a comfortable atmosphere for up to 2,000 attendees, supported by top-tier audio and video technology.
Arena Berlin is a versatile event venue in the Alt-Treptow district of Berlin, perfectly suited for congresses. The listed site comprises six indoor and outdoor locations, including the impressive 6,500 m² Arena Hall, which can accommodate up to 9,000 people with its free-span roof structure. Thanks to its flexible space design and modern infrastructure, Arena Berlin offers optimal conditions for congresses, trade fairs, and conferences.
The CCD Congress Center Düsseldorf is a state-of-the-art convention centre with a total capacity of up to 7,500 people and 41 modular rooms that can be combined as needed. Its central location in Düsseldorf, just 3 km from the airport, and excellent transport links make it an ideal venue for national and international congresses.
The CCH – Congress Center Hamburg is one of Europe's most modern and largest congress centres, offering flexible spaces for events with up to 12,000 participants. With top-class event technology, sustainable design, and a central location in Hamburg, the CCH provides optimal conditions for international congresses and conferences. Its excellent transport connections, extensive service offerings, and proximity to hotels and cultural attractions make it a premier choice for organisers.
The CCP CongressCentrum Pforzheim offers flexible spaces for congresses, conferences, and events with up to 2,000 attendees, centrally located between Stuttgart and Karlsruhe. With modern event technology, adaptable room concepts, and first-class service, it provides ideal conditions for professional congresses. Its direct connection to hotels and picturesque location on the banks of the Enz River make the CCP an attractive venue in Baden-Württemberg.
The Congress Center Essen offers three congress centres with a total of 28 adaptable spaces, including ten halls and thirteen conference rooms, providing flexible solutions for congresses and conferences of various sizes. Its direct connection to the Grugahalle and exhibition halls allows events for several thousand guests. Each year, around 800 events with a total of 80,000 attendees are held here, demonstrating the centre's versatility and capacity.
The Congress Center Leipzig (CCL) is a premier congress venue, distinguished by its modern architecture, flexible room concepts, and direct connection to the Leipzig Exhibition Centre. With facilities for events of all sizes, high-quality event technology, and a comprehensive service offering, the CCL provides ideal conditions for national and international congresses. Its excellent accessibility and strong ties to science, business, and culture make it a key conference destination in Germany.
The HCC Hannover Congress Centrum is a historic yet modern congress venue with versatile space options for events of all sizes. With state-of-the-art event technology, a sustainable infrastructure, and excellent transport links, it provides ideal conditions for national and international congresses. The combination of historic charm and contemporary facilities makes the HCC a unique event venue in the heart of Hannover.
HALLE MESSE in Halle (Saale) is a versatile event centre, ideal for congresses. With flexible halls and conference rooms that can be individually arranged with seating, stages, and screens, it offers tailor-made solutions for events. Thanks to its modern infrastructure and central location, HALLE MESSE is an attractive venue for successful congresses and conferences.
The ICM – International Congress Center Messe München is a cutting-edge congress venue, distinguished by flexible room concepts, first-class technology, and a capacity for up to 6,000 participants. Directly connected to the Munich Exhibition Centre, it provides ideal conditions for international congresses, conferences, and corporate events. With sustainable infrastructure, top-tier service, and state-of-the-art event technology, the ICM sets new standards in professional event organisation.
The BALLHAUSFORUM at INFINITY Munich is one of the largest event spaces in the Munich area, featuring a 1,340 m² auditorium under an impressive glass dome, providing ideal conditions for congresses and conferences. It offers flexible room configurations for up to 1,400 seated guests in theatre-style seating or up to 2,750 people with 360° tiered seating. The adjoining hotel offers 40 additional event rooms and 439 guest rooms, ensuring seamless integration of accommodation and events.
The Kultur- und Kongresszentrum Liederhalle in Stuttgart combines listed architecture with a modernised conference area, providing an ideal setting for congresses. With 14 flexible meeting rooms and 5 halls accommodating up to 2,100 people, it enables a wide range of events. Its central location in Stuttgart’s city centre, direct hotel connections, and proximity to the Bosch-Areal with shops, restaurants, and bars offer attendees convenience and a variety of leisure options.
Messe Magdeburg is a modern exhibition and conference centre in Saxony-Anhalt, ideal for congresses. With three halls offering a covered exhibition space of 9,000 m² and an adjoining conference centre, it allows for flexible event planning for up to 2,314 people in theatre seating. Thanks to its high-end technical equipment and versatile room layouts, Messe Magdeburg provides optimal conditions for successful congresses and conferences.
Messe Magdeburg is a modern exhibition and conference centre in Saxony-Anhalt that is ideal for congresses. With three halls, which together offer a covered exhibition area of 9,000 m², and an adjoining conference centre, it enables the flexible organisation of events for up to 2,314 people seated in rows. Thanks to its state-of-the-art technical equipment and variable room concepts, Messe Magdeburg offers ideal conditions for successful congresses and conferences.
The Congress Centrum Bremen offers flexible spaces for congresses and conferences of various sizes, with five halls, seven salons, four breakout rooms, and two foyers. Its postmodern architecture and playful details create an inviting atmosphere for professional exchanges. Thanks to its central location in Bremen and direct connection to the Maritim Hotel Bremen, organisers and participants benefit from short distances and a convenient infrastructure.
The Musik- und Kongresshalle Lübeck (MUK) is a multifunctional event venue offering 15 rooms for 10 to 3,500 people, providing diverse options for congresses, conferences, and exhibitions. Its flexible room layout allows for tailored solutions for different event formats. With a total space of 4,000 m² and a capacity of up to 2,000 people, MUK is an ideal location for a variety of events.
The Rheingoldhalle in Mainz is a modern conference centre with a total of 9,000 m² of flexible event space and over 20 meeting rooms, some of which are flooded with natural light and offer views of the Rhine. The largest room, the Kongress-Saal, has a floor area of 1,744 m² and can accommodate up to 2,144 people depending on the seating arrangement. Following its renovation, completed in 2021, the Rheingoldhalle features state-of-the-art technology, sustainable amenities, and flexible room configurations, making it ideal for congresses and conferences.
The RuhrCongress Bochum is a modern event venue in the heart of the Ruhr region, making it an excellent choice for congresses. With its flexible, state-of-the-art spaces, it provides the perfect setting for events of all types and sizes, from business and science to trade fairs. Thanks to its excellent infrastructure, cutting-edge event technology, and well-planned logistics, your vision can be brought to life professionally.
The Schwabenlandhalle in Fellbach, near Stuttgart, is a versatile cultural, congress, and conference centre, ideal for congresses. With a total of nine bright and fully equipped rooms, it offers flexible event spaces for gatherings of all sizes. The largest hall, the Hölderlin Hall, has a floor area of over 1,100 m² and can seat up to 1,400 people in theatre-style seating, making it particularly suitable for large congresses and conferences.
The Tempodrom in Berlin is a multifunctional event venue with impressive architecture, perfect for congresses. Its main space, the Grand Arena, accommodates up to 4,200 guests and features flexible room elements that create adaptable spaces for different event formats, including conferences and congresses. With its central location near Potsdamer Platz and its modern facilities, the Tempodrom offers excellent conditions for successful congresses and events.
The Uber Eats Music Hall in Berlin is a state-of-the-art event hall, ideal for congresses and corporate events. With a standing capacity of up to 4,350 and seating for around 2,250 guests, it offers flexible space solutions for various event formats. The hall features excellent acoustics, optimal sightlines, and cutting-edge event technology, making it a versatile venue for conferences, product presentations, and corporate celebrations.
The myticket Jahrhunderthalle in Frankfurt am Main is one of Europe’s largest private cultural initiatives and offers a variety of congress and conference spaces, including its impressive dome hall and several conference rooms. The dome hall spans 4,800 m² and can accommodate up to 3,000 people, making it ideal for large congresses. Additionally, the venue offers modern technology and flexible space concepts that can be tailored to different event requirements.
Discover the possibilities of Oniva’s digital event invitations for your events.
Discover exciting articles about creating unforgettable events.
.svg)
