At a glance
- Start preparing for the event at least six months prior to ensure that everything is figured out.
- Make the first contact and give an invitation 6-8 weeks prior to the event.
- Confirm the number and other details about the attendees around 2-4 weeks before the event.
- Remember to remind the attendees 2-3 days before the corporate events to ensure maximum attendance.
A successful corporate event demands many things from choosing the right venue to having something unique for the attendees to experience and remember. Among this long list of things that need to be done lies the idea of timing your invitations. Yes, you read that right! Knowing when and how to send a corporate event invitation is one of the many attention to detail required for a successful corporate event.
In today’s time, everyone is constantly busy, and many individuals plan their events months in advance. That being said, we can see why some organisations try to send out last-minute invitations. There is a very thin line when sending out invites too late to leave individuals’ calendars booked and inviting too early which means the guest might forget the schedule. The apt message and invitation at the best time can promise the largest audience present. Also, it is possible through it to get hold of one of the most imperative skills of the event manager.
Therefore, in this blog, we will inform you of how you can send corporate event invitations in the best way possible at the best time possible. Let’s start.
Importance of Timing Your Corporate Event Invitations
Before diving right into when to send your corporate invitations, it is really important for you to learn the importance of why you should do it. So, let us cover some of the significance of timing your corporate events invitations.
- Right invitation timing can help maximise attendance and minimise absenteeism as attendees have time to prepare for the event.
- Ideal invitation timing like RSVPs can help the organisers and event managers to plan the venue size, food and drinks catering and other requirements properly.
- Sending invitations at the last minute can cause conflicts in schedules, and sending them too early can cause people to forget about the event.
- Good timing shows professionalism and care, as it benefits your business’s reputation.
When and How to Send Corporate Event Invitation?
Making the invitation and the timing right for the invitation needs a lot of planning and perfect execution of the plan. Here is a breakdown of what you can do to ensure that you have a successful event.
Plan Your Event At Least 6 Months Prior
The more time you can spend on event planning, the better. At this stage, begin considering the format and content of your invitations, making sure that all relevant and necessary information is included (e.g., the complete address of the location). Assess if you have the contact information of the people you want to invite.
Also, decide if you will send a calendar invitation as a follow-up. There are several things to consider. We suggest including export links to calendars in email invitations so that recipients may quickly and easily save the event details to their calendars.
Collect the Attendee’s Information Around 3-4 Months Prior to the Event
It is best to prepare the data well in advance of interacting with participants. At this point, we also suggest developing a data tracking sheet, which may be accomplished with Excel and other programs that we can set up and keep an eye on for you. You can compile all of the details about the individuals you are inviting on this page. For instance, you can make columns to record if they are attending and whether they have any special dietary needs.
Make Initial Contact 6-8 Weeks Prior to the Event
We think that the first communication should be sent by email at least six to eight weeks before an event. Creating awareness of your event and urging individuals to sign up should be the goals of this email. Furthermore, you can give in-depth details about the event in this invitation to make it more relevant to the attendees.
At this stage, you might provide an early bird discount to further entice participants if they must pay for your event. If the event is free, focus on the highlights of the events to attract the attendees.
Confirm Attendees 2-4 Week before the Event
It is advised that you call and confirm attendance two to four weeks prior to the event, after the initial contact. By doing this, no-shows will be avoided, and guests can ask any questions they may have about how to get to the event, among other things.
Make Final Checks and Remind the Attendees 2-3 Days Before the Corporate Event
You shouldn’t be concentrating on adding more attendance at this stage. It’s time to create resources like name badges and review the final registration list. Include a hashtag for the event immediately, and incorporate reminders into your social media feed to help delegates recall.
This is a fantastic method to create conversation before, during, and following your event. Make sure someone is in charge of registering guests throughout the event so you can keep an eye on attendance rates. Additionally, don’t be scared of asking for feedback from your audience.
Timeline for a Large Corporate Event
Here is a timeline you can refer to if you are preparing or a large corporate event in your business.
- Save-the-Date Notices (3 to 6 Months in Advance): Send these notices early for large-scale events like conferences and trade shows to give attendees enough time to plan.
- Formal Invitations (6 to 8 Weeks in Advance): Include key details such as the agenda, speakers, and RSVP instructions; use engaging content production techniques like video invites.
- Reminder Emails (2 to 3 Weeks Before the Event): Highlight attendance benefits and include sneak-peek videos or testimonials to maintain excitement.
- Last-Minute Reminders (2 to 3 Days Prior): Share final details, access links, and instructions, especially for virtual and hybrid events.
How to Send Invitations Effectively
Now that we are well aware of the timing let us move on to how you can send invitations more effectively.
Segment the Audience
Segmenting your audience based on their role, interests, and past event attendance helps make your invitation content more personalised. Tailored invitations are more likely to resonate and elicit positive responses, thus increasing the participation rate.
Implement Content Production
Great content creation is one of the best ways to get people involved. For instance, you can use colourful graphics, engaging videos, and compelling copy in your invitations. A done-well teaser video or a well-executed behind-the-scenes peek can generate hype and cause advance RSVPs, all making your event successful.
Use Multiple Channels
Email is a great way to send any corporate event invites, no doubt about that. However, don’t be limited to email. Use social media, direct mail, and event management software to reach your target audience. For online and hybrid events, add interactive elements like polls or Q&A sessions to engage participants even before the event.
Try Experiential Marketing Activations
Experiential marketing experiences create memorable, interactive moments that engage participants. Interactive invitations, such as augmented reality teasers or gamified registration paths, can enhance involvement and create excitement.
Overall, success at your corporate event is not only about the event but also about the success of your invitation process. With strategic event management practices, leveraging compelling content creation, and considering the nuances of virtual and hybrid events and experiential marketing activations, you can produce peak attendance and participation.
Remember, the right invitation at the right moment sets the stage for a memorable and effective corporate event.
