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Sending event invitations: 10 tips for event managers

The event journey of event participants often begins with an invitation. The first impression is decisive and a personalized approach scores points as well as the option of simple and uncomplicated registration. In the following, we have put together 10 tips to help you convincingly address your potential participants with event invitations and win them over for your event.

March 15, 2023
2 mins
Bild einer Frau, welche konzentriert vor ihrem Laptop sitzt.
Anna Fredholm
Bild einer Frau, welche konzentriert vor ihrem Laptop sitzt.

1. Define target group

First, consider who the target group of your event is and should be invited accordingly. Also try to find out which channel is the best way to reach your target group.

2. Clear information

Make sure that the invitation includes all important information, such as the date, time, location, and purpose of the event. Present the most important information clearly or highlight it.


3. Appealing design

Use an appealing design to attract the attention of your target audience. Make sure that your event invitation and event website are in line with your own corporate branding.


4. Personalized approach

Use the recipient's name in the invitation to make a more personal connection. A personal approach increases the value of the invitation and the appreciation of your potential target group.


5. Build up tension

Use the invitation to get excited about the event and make potential guests curious. Highlight highlights from the event. Deliberately leaving a few items on the program open can create excitement.


6. Login option

Make sure attendees have a way to confirm their attendance directly with an integrated sign-up option. For a high registration rate, make sure that the registration process is as simple as possible, for example with a pre-filled registration form.


7. Send an event invitation on time

Send out invitations on time to ensure potential guests have enough time to plan their attendance. The framework conditions such as event format, event duration, event date, event location or target group are relevant for the optimal lead time. As a guideline, send “Safe the Date” around 4-5 months before the event, sending invitations 2-3 months before the event, reminder emails 1-2 weeks before the event. It is best to use a tool such as Oniva, which allows you to schedule shipments.


8. Mobile optimization

Make sure that both the invitation and the sign-up option are easy to read on mobile devices, as many people open their emails on their smartphones. The same applies here — a simple, mobile-optimized registration process is crucial for a high registration rate.


9. Social media integration

At public events, use the opportunity to share your event on social media to generate additional attention. Make sure that the link to your event website contains the necessary meta tags so that the most important information is also presented in an appealing way on social channels.


10. Reminder before the event

With a “last call” reminder just before the event, they can often convince a few more people to participate who have not yet registered. In addition, it is also recommended to send a reminder to guests who have already registered in order to reduce the “no show” rate and to provide guests with the latest important information. With a thank-you message after the event, you give your guests an additional sign of appreciation and remain a positive memory.

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Helpful information for event managers

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