How to write event invitations that get results

You may've meticulously planned the most incredible event imaginable, but without an irresistible invitation, you’re at risk of having your efforts overlooked. 

Event invitations often serve as the first impression of your event – forming part of the gateway to success. But crafting a captivating invitation can often be an art in itself. 

Whether you're sending out printed invitations or going the digital route, here's some of our top tips on how to can create event invitations that captivate your audience and drive ticket sales. 

Get straight to the point

In today's fast-paced world, nobody has time for lengthy, convoluted invitations.

Keep your invites concise and focused on the essentials. Answer the fundamental questions: What’s your event about? Where will it take place? Do attendees need to bring anything?

Prioritise placing crucial details prominently, ensuring they’re the first things your recipients see. Reserve any additional details until later in the invitation.

Most importantly, answer the question: “Why should I attend?”. Make clear to your invitees what your event is all about, making it clear why it’s worth their time.

Highlight key information

Successful invitations master the art of emphasising vital information.

Your audience likely juggles busy schedules, so ensure that the critical information jumps off the page.

Consider using bold fonts, underlining, or other formatting techniques to make essential details stand out.

Remember, less is more when it comes to text; the less clutter, the more impact your emphasised details will have.

Craft a captivating subject line

If you’re sending email invitations, making sure your invitees open them can be a challenge. Your subject line is the first impression, so make it count.

While subject lines like "You're invited to..." or "Attend our event!" are classics, think outside the box.

Explore resources like Hubspot for tips on creating subject lines that pique curiosity.

Make your invitations personal: you can add recipient names into your subject line with mail merges and include event dates for urgency.

Avoid overpromising

One common pitfall in event invitations is overpromising. While enthusiasm is commendable, making grandiose claims can often backfire.

We’ve all seen these types of promises before “I will teach you to be rich”, etc. Avoid those.

Be realistic and specific about what attendees can expect.

For instance, if you're an estate agent hosting a event for first-time buyers, list what knowledge or insights they'll gain.

If it's a fundraiser with entertainment, emphasise the fun and festivities rather than promising life-changing experiences.

Honesty builds trust, and your attendees will appreciate it!

Double check everything

Before sending out your invitations, have a second pair of eyes review them.

Make sure everything published on your event invitations has been confirmed before sending them. Check for spelling errors, incorrect dates, or any inaccuracies.

Just remember – an extra two minutes before sending the invite could save you from hours of stress later in the event planning process!

Don't overlook the details

Your invitations should have everything that your attendees need to know – don’t leave your guests with any doubts, wondering “what else do I need to know?”

If there's parking available, mention it. If food and refreshments are provided, make that clear.

Provide attendees with everything they need to attend comfortably and enjoy the event to the fullest.

Make RSVPs easy

Save yourself hassle by making it easy for recipients to RSVP, by clearly stating who, why and how.

You may also want to consider using an online platform, such as TryBooking, to allow guests to easily confirm their attendance and provide additional information such as dietary requirements.

Make sure to include contact details for enquiries. On TryBooking's event page, you can even link to your social media and email for additional questions. Learn more about event homepage tips.

Our final tips

Don’t forget your event invitation is the first taste that most invitees will receive of your event.

Remember the hallmarks of a successful invitation are information and clarity. Be straightforward, be concise, be accessible—and above all, be available to assist.

We wish you the best of luck with your invitations!