Are Your Event Invitations Inviting?

It’s time to send event invitations for the upcoming season’s events (6-8 weeks prior, ideally, but no less than 4 weeks!), so I thought I’d share our checklist for writing and designing event invitations while it is fresh in my mind.

Compelling Copy

There are so many details to include and nothing can be forgotten, so we prefer to draft event invitation copy that is all-encompassing and edit it down from there:

  • Organization name or logo
  • Event name or logo
  • Short description or event tagline
  • Date
  • Time
  • Location
  • Key people (emcee, speakers, honorees, etc.)
  • Attire
  • Cost/Sponsorship details
  • RSVP by mail, phone, email and/or website:
    • What sponsorship or number of seats
    • How to be listed
    • Contact information
    • Payment information
  • Committee list
  • About the organization and/or website

Is it too much information? Start with everything then revise to cut it down. Still too full? Consider adding an insert to the card or another panel.

Event Invitations Events with Ginger & Co.

Complementary Design

Now that you have your event invitation copy compiled, it’s time to think design. Ideally you’re working with a trusted graphic designer who is recommending a complementary and cost-effective layout. The information should flow from one panel to the next, be only stated once (repetitive information is just another space-hog), and the look should incorporate the colors/brand of the organization.

Email Invitation Only

Thinking of sending an email invitation only? While cost-effective, know that some major donors and high-profile invitees may not consider the event to be special enough for their attendance without a hard-copy invitation. Hard-copy invitations elevate the event while email invitations are the work-horse that get the bodies in the room. Our recommendation is to budget and plan for both whenever possible.

Want more information about event invitations and other material writing and production services? Visit our Event Services page.

About Amy Ferrone

Amy Ferrone brought her communication and organizational skills to the event planning firm Events with Ginger & Co. in 2011. Now Associate Event and Office Manager, she has been the lead event planner on events for Autism Speaks, the Leukemia & Lymphoma Society and the Foundation Fighting Blindness, among others. She is also on-site at virtually every event at which the events company works.Prior to her time as a full-time mom to Mac, Owen and Sean, Amy worked on Wall Street, last at AIG Global Investment Group as an Operations Manager and Consultant. Amy is active in her sons' schools as Treasurer of the PTA and helping plan and run events throughout the year. Amy graduated from the College of the Holy Cross with a degree in Chemistry. She lives in Scotch Plains, NJ with her husband and boys.

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