The Ultimate Guide to Event Invitation Timelines and Promotion
The Ultimate Guide to Event Invitation Timelines and Promotion
Engaging Your VIP Guest List with a Personal Touch
Planning an event is exciting, but it takes more than just picking a date and place. One of the most crucial parts is inviting and engaging your VIP guest list. This guide will walk you through the event invite journey, from setting up a welcoming landing page to thoughtful post-event follow-ups, ensuring your event is not just attended but cherished.
Kickoff:
Set Up a Welcoming Landing Page: Create a landing page that's as inviting as your event. Think colors, images, and a clear RSVP form.
Confirm the Person Managing the Landing Page: Assign a dedicated person to manage the landing page and handle RSVPs promptly. Make sure you have someone friendly and responsive to manage the RSVPs and any questions guests might have.
Set the Tone: Decide how you want your guests to feel about your event. Whether it's casual and fun or elegant and sophisticated, let your tone reflect that.
Ideal Guest Profile: Imagine your ideal guest and share this vision with your team of invite senders. It helps them understand who they're inviting.
Secure Your Event Spaces: Make sure you have enough spaces for all your VIPs and a plan to fill any gaps to keep the energy high.
First Email from Host to Prospect: Approximately a month before the event, send a warm and personal email inviting your prospects. Share why their presence would make the event even more special.
Email Follow-Up to Outstanding Invites: Three weeks before the event, gently remind those who haven't RSVPed yet. Use this as an opportunity to build excitement. Here's an example:
"Hi there,
We noticed you haven't RSVPed to [Event Name] yet! We'd love to have you join us for what promises to be an amazing evening. Click here to secure your spot and let us know if you have any questions. Can't wait to celebrate with you!
Warm regards, [Your Name]"
Confirmation and Reminder Email from Host: About a week before the event, send a confirmation email with all the necessary details. Add a personal touch by including something you're excited about or looking forward to at the event. Example:
Post-Event Thank You Email: Two days after the event, send a heartfelt thank-you email. Include a link to a photo gallery and encourage guests to share their favorite moments on social media.
Inviting and engaging your VIP guest list is more than just sending out invites. It's about creating a memorable experience from start to finish. Use this guide to personalize your approach and make your event stand out. Don't forget to check out the MUST HAVE EVENT WORKSHEETS BUNDLE in our shop with four worksheets for a more detailed plan to make your guests feel extra special. Happy planning!
