Send an Invitation They Canít Refuse

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Everyone's heard the famous Field of Dreams line "If you build it, they will come."

It's true in many cases, but event planning companies know that it's certainly not a safe assumption for special occasions. In fact, somewhere right now, a fantastic event is happening and there is virtually nobody there to appreciate it.

How did it happen? There are several reasons for an event to be under-attended, and most of them start with an invitation that didn't attract the desired audience.

Send an Invitation They Can't Refuse

How can you make sure this doesn't happen to your event?

By making an invitation your guests can't refuse!

Get the Timing Right

Have you ever received a last-minute invitation? It probably made you feel like an afterthought, rather than an honoured guest. Toronto is a city full of busy people with packed professional and social calendars. If you want people to make time to attend your event, you need to make sure that you get it pencilled in well in advance.

For most business and social events aimed a local attendees, four to six weeks is the ideal timeline for a first invitation. If you are planning to invite guests from out of town, 60 days in advance is just about right.

Because it can take some time to get the details on your invitation nailed down, be sure you leave enough time in the planning phase to get the invitations out well in advance.

Give All the Details

Teaser campaigns are fun for marketing initiatives, but they're kind of annoying for an event invitee who just wants to know where they're supposed to be and when they're supposed to be there. To save yourself a lot of questions, your event invitation should include the following details:

  • Name of the invitee (and please make sure it's spelled correctly!)
  • Purpose of the event
  • Date, start/end times and full address of the venue
  • Suggested dress code
  • RSVP details

It's fine to be a little whimsical when tying the invitation into the theme of the event, but don't beat around the bush with the important details. At best, you'll end up with people rolling their eyes, at worst your invite will find its way straight to the trash bin.

Have More Than One Touch-Point

People absorb information in different ways. It's why good presenters usually reiterate information in speech, in print, and in some image form. It's a trick you can borrow to make sure the details of your event are sticky.

You might consider a printed "Save the Date" piece, an email invitation with a clear call to action to RSVP for the event, and an email reminder with a different subject line to help attendees recall event details. Additionally, you can add a personal follow-up phone call to guests you're really trying to get to commit to an RSVP.

Events are too expensive to host for half-empty rooms. With so much on the line, it's easy to see why it's important to get the invitation just right. The easiest way to make sure your event is a big success is hiring a professional event management company in Toronto.