At a glance:
- Boost Attendance: Follow-ups act as gentle reminders to increase RSVPs.
- Perfect Timing: Send follow-ups 5–7 days after the invitation and closer to the RSVP deadline.
- Personal Touch: Personalise follow-ups with names and event-specific highlights.
- Engaging Mediums: Email, phone calls, or social media for tailored communication.
- Avoid Mistakes: Don’t be pushy or forget critical details like RSVP instructions.
Sending out corporate event invitations is just the beginning of your event’s success. The magic lies in the follow-up, which is the art of nudging your invitees while being professional and approachable. If done right, following up can greatly increase footfall and create a buzz about your event.
At Peanut Productions, we know that every detail counts, and this includes how you follow up after sending those all-important invitations.
Let’s explore how to master this pivotal skill, the perfect melding of strategy and creativity that will ensure your success.
Why Follow-Up After Corporate Event Invitations Matters
You really think your job is done once you send out the invites? Think again! Following up is the secret weapon in pulling off a successful corporate event. Why’s that?
Assurance of Invitation Receipt
Your invitation might easily get lost in a sea of overflowing inboxes. A well-timed follow-up makes sure that invitees are aware that the event is indeed happening and that their presence is valued.
Showing Professionalism
Following up displays one’s organisational skills and commitment. It is also an opportunity to underline the event’s importance to the recipient.
Increasing Attendance
People are busy, and sometimes even the most intriguing event can slip their minds. A thoughtful follow-up serves as a gentle reminder, increasing the likelihood of RSVPs.
Timing is Everything: When to Follow Up on Corporate Event Invitations
The timing of your follow-up can hugely impact its effectiveness. Here’s how to get it right:
- Set the Stage with Proper Timing: Send the first invitation 4–6 weeks in advance. This gives invitees plenty of time to plan.
- Follow-Up Strategically: A 5–7-day follow-up from the initial invitation means it’s fresh in their minds. If they do not respond, consider a second follow-up two weeks before the RSVP deadline.
- Don’t Overwhelm: Bombarding your invitees is best avoided—space out your follow-ups to keep them effective and respectful.
Personalising Your Follow-Up: Make It Memorable
The impersonal nature of generic follow-ups makes them seem a waste of time. Personalising that communication is a whole different story.
- Name Recipients: Simple things like using a person’s name add personal touches and make people feel valued.
- Mention Their Point of Connection to the Event: Explain why the event matters to them, such as networking opportunities, keynote speakers, or a mutual interest.
- Conversation Over Reminder: Frame your follow-up as a conversation opener. To invoke curiosity, you could share something intriguing about the event.
Choosing the Proper Medium for Your Follow-Up
As important as the follow-up time, Choosing a proper medium to reach can help you get better engagement.
- Email: Emails are great for formal communications and offering detailed information. You can also attach links and attachments, like event brochures or forms, for RSVP purposes.
- Phone Calls: Great for VIP guests or personalised touch. A simple call can make a big difference.
- Social Media Messaging: Good for casual follow-ups, especially for the younger, more tech-savvy crowd.
- Leverage Technology: CRM tools help you track follow-ups and send automated, personal messages.
When you’re following up, it’s all about finding that sweet spot between keeping people informed and getting them excited. Here’s what to throw in:
- Event Basics: Remind everyone of the date, time, location, and what’s on the agenda to keep your event top of mind.
- Extra Perks: Highlight some cool stuff like guest speakers, entertainment, or awesome networking chances.
- A Polite RSVP Request: Clearly explain how to RSVP, be that via email, a link, or a QR code. A friendly tone goes a long way.
Common Mistakes to Avoid
Sometimes follow-ups can get a little tricky, even when you mean well. Here are some things to watch out for:
- Don’t be pushy. Nobody likes feeling pressured, and it makes people less likely to attend.
- Make sure all the info is right. Double-check the names, titles, and contact details to avoid those slip-ups.
- Get more responses by adding some fun touches
- Include a call-to-action.
- Encourage folks to RSVP. Nudge them to save the date in their calendar, or check out your event page.
- It’s a good idea to give a sneak peek of the event in the form of a highly anticipated keynote speech snippet or a themed set-up.
- Offer Incentives: Early-bird perks and other exclusive content may motivate them to answer sooner.
Measuring the Success of Your Follow-Up Strategy
Tracking the effectiveness of your follow-up efforts makes sure you know what’s working and what’s not.
- Key Metrics: Response rates. RSVP conversion. No-show percentage tracking.
- Feedback Loop: Request feedback from attendees about how to improve your communication strategy next time.
- Celebrate Success: When follow-ups result in a well-attended event, make a note of what worked for future reference.
Following up on corporate
event invites is all about creative conversation and strategy. Get the timing right. Keep it personal, and you can really make the whole invitation process work in your favour.
At Peanut Productions, we totally get how important it is to build genuine connections for you. If you’re gearing up for your next corporate event, we’re here to create an experience your guests won’t forget.
Look at our services at Peanut Productions and take the first step toward event success.
