Event organizers are opting more and more for digital invitations as a means to send out invites to guests. It makes sense: it's fast, easy and economical. But just what are the do's and don'ts when using email invitations?
How do you go about setting up a digital invitation? How much importance should be attached to the correct form of address? And when is a paper invitation still a must?
1. Choosing digital or paper
Digital invitations have been accepted and commonplace for a long time, but when organizing a premium event, an email may often be too informal. For formal weddings and formal dinners, therefore, it’s best to use an invitation that conveys the fact that it’s a major event. In this case you would choose elegant printed invitations and mail them on time. Digital invitations are perfect for informal, smaller events such as a birthday party or reception. But you may also have other reasons for choosing to go digital: if you’re looking for an environmentally friendly, quick and budget-friendly solution for example, then email is the answer.
2. Be smart when setting up your contact list
Because digital invitations are free, many event planners are inclined to expand their contact list and thus increase their chances of getting more attendees. However, the pros recommend a rather more strategic approach. Check the contact list carefully. If possible, add a personal message. People know immediately when they’re just a number on a contact list.
3. Watch your language
Write your invitation using correct and proper language. Don’t use a sloppy or thoughtless writing style. Find the right tone. Don’t be too overly formal, nor too familiar. Your language can certainly be more casual with a digital invitation, but always be polite.
You can make the text formal through the use of phrases such as "your presence is desired" or a little less formal with “X and Y invite you to…” However, avoid woolly language in digital invitations. That’s a thing of the past.
4. Give your guests enough information
With digital invitations you can prepare for possible questions in advance. You can refer to route planners or add a link to your guests’ calendar so that the event is automatically scheduled and synchronized on their phone. The reference to public transport is also useful and is often forgotten. With a digital invitation, you can also provide guests with important information after signing up. In your confirmation email, you can give them additional information about dress code, location, or whether there will be a red carpet etc. You can even add images. Don’t just indicate that there will be a red carpet, show it. Give your guests a taste of how the event will look. This will enable them to prepare themselves and they will have an idea of what awaits them.
5. Combine digital and paper invitations
Sometimes certain guests require a different approach. In some cases, you can send VIPs a paper invitation with a gift, while the other guests receive digital invitations. Use your discretion and provide something extra for the VIPs.
6. Do something more than what is expected
Printed invitations on high quality paper is not the only way to impress your guests. You can also devote a great deal of time, attention and energy to a digital invitation. And it’s important that the design is tailored to your event. You can design the invitation yourself by using online tools, or use a professional. Once your invitation has been sent, you can still work on it. When working digitally, you can always change or modify your invitation. You can adapt it depending on the replies you get. For example, if the result is not what you had expected, you can adjust or change the design or even send different invitations to separate target groups. And what about a video message?
7. Follow up
The aim is to get as many guests as possible to register for your event using your digital invitation. However, make sure that you do not swamp the mailbox of your guests with annoying reminder emails. In some cases, it’s best to follow up by calling your guests. But if you prefer sending a digital reminder, it’s best not to do it too frequently.