Invitations: in spite of all the technology we have today, this is one thing that still plays a crucial role in events. They are just as relevant and important as ever. Only the formats have changed; today Digital Invites, or e-invites or e-vites are quite popular, though traditional paper Invitations are still used. Usually, for formal social functions paper invitations are still preferred, whereas digital invites are pretty ok for corporate events. Top event management companies in Bangalore opine that to ensure good attendance for your event – no matter whether it’s a seminar or wedding – you need to craft your invitation carefully. Here is a guide to creating perfect invitations for your events:

What to Include

• Name of the invitee
• Name of the host (individual or organization)
• Type of event
• Day, date and time of the event
• Venue with full address and directions
• Additional information like parking arrangements, whether children are allowed, whether they can bring a guest, dining options/special diet requirements and so on
• RSVP (or how and to whom to respond)
• Dress Guidelines

Paper Vs. Electronic/Digital Invitations

Pros of paper invites:

According to corporate event management companies in Bangalore, these are taken more seriously by guests, and you can expect more response and attendance. Its physical presence serves as a constant reminder about the upcoming event too. You can get very creative with paper invites, choosing different types (with varied texture) and colors of paper, embossed images, glitter text and more. In short, you can really create exotic and eye catching invitations. Also, you can send the invitation by registered post, making sure that it’s delivered to the right person.

Cons:

It is a time consuming and expensive affair. Designing takes time, and special paper, printing embossing and so on, can be very expensive.

Again, if the person loses the invitation, they may lose all the details and may have to contact the host or organization to get the information again, or even have to skip the event.

Pros of Electronic Invitations

Digital invites are free, instant, and allow you to reach a large number of people regardless of their geographical locations. You can create a page for the event and send invitations directly from there so that you have everything in one place. There are tools that let you create professional designs, and you can maintain consistent branding. You can have GIFs, graphics and even audio clips, making for very interesting invitations.

Evites are great when your event is public and you want the maximum number of participants; people can even share the invites online and help garner even more participation. Ecologically speaking, it’s the best option; no wastage of paper.

Corporate event organizers in Bangalore say that you can also include many more details, and have space for sponsor’s ads in digital invites.

Cons

If the people to whom you have sent the digital invites don’t check their emails regularly; they may get lost in the sea of emails people receive every day; sometimes such invites are filtered into the spam folder; sometimes, they may see it, think of responding later and forget. In any of these cases, you may lose out reaching your target audience, and see diminished attendance.

This type of invite is not really suitable for high profile and formal events – for example, high class fundraisers, and of course weddings.

If guests are required to show their invitations at the entrance, you will need to leave instructions that the e-invite can be shown on their mobiles, so that they don’t have to print it out.

So Which Method Do You Choose?

Physical paper invites are still preferred for exclusive, classy and formal events. Event management firms in Bangalore say that answering these questions may help you decide:

• Is it an exclusive like a wedding, awards ceremony or movie premiere?
• Is there more than a month left for the event?
• Do you need a detailed response from the invitee?
• Are a good number of your intended invitees inaccessible by email?

If you answered Yes to most of these questions, you need a paper invite.

• Is the event less than a month away?
• Is it a regular event like a networking event, workshop, or company retreat?
• Are about 80% of the intended invitees accessible via email?
• Is it for a professional audience?
• Is an RSVP needed at all and if yes is it via an online registration process?

If you have answered yes to most of these questions, you can send a digital invite.

Invitation Etiquette

Responding

• RSVP: The French phrase, Respondez, S’il Vous Plait is commonly used in invitations; this means that a response is required; you need to include this if you have to have the precise number of seats or numbers for catering purposes. You can specify a date by which they need to RSVP, so that those who don’t respond till then are assumed to be no-shows. It makes things easier for you and the invitee.

• Regrets Only: This means you assume the invitee will attend and needs to inform the organizers only if they are not able to attend. So in your invitation, you should only have either RSVP or Regrets Only, not both.

Include a number or Email for last minute changes

It’s possible that guests may face an emergency and many not be able to attend in spite of intimating that they will; the reverse could also happen, that is, a previous engagement may not be happening, and the invitee may want to attend at the 11^th hours. By including an email for last minute changes, you can also have some breathing space.

Clearly specify extras

Be very clear in your invite whether guests can bring a partner and/or children to the event. If it’s an exclusive or very formal event especially, a lot of extra people could play havoc with seating and food.

Follow up

Initially of course, it makes sense to send the invitation well in advance so that they can mark it in their calendars and keep themselves free. But the downside is they may forget; so make sure to send a follow-up invite or a gentle reminder to ensure maximum participation.

A leading event management company in Bangalore recommends sending a ‘Save the Date’ invitation for wedding months in advance and a detailed invite with all information and an RSVP a month or 8 weeks prior so that you get the numbers right.

For other events, 4 weeks prior to the big day is a good idea. Most public events, especially those with tickets, are often publicized widely both online and offline, so 4 weeks is sufficient time.

Don’t Spam

Just because digital invites are free, don’t go on a spree! sending invites to all and sundry may not necessarily yield results; those who are not really interested in the type of event you’re organizing may delete it reading just the subject line, and mark it as spam, preventing any contact in the future. Moreover, it’s not really a good idea to unnecessarily disturb people with emails every day just because you can send them. You and your brand may get tagged as spammers.

Not just creating and sending invitations, organizing an event is a massive responsibility and one that eats into your time and takes tremendous effort. Free yourself – call the experts! White Massif is one of the top 10 event management companies in Bangalore, with expert teams who can handle everything from invitations to décor, and AV to food with élan. Call them now on +91-990-0141-177 to know more.