Whether you’re planning a single-day conference or a multi-day summit, one thing you absolutely must get right is your corporate event invitations.
Corporate event invitations have a heavy load to carry.
Your invitations have many jobs to fulfill, so careful planning is essential to getting everything just right. If you have sponsors, your invitations will need to fulfill their expectations. The invitation also sets the tone of the event, which of course plays into your marketing strategy.
In fact, corporate event invitations are the embodiment of your marketing efforts! More than a time, date and location, the invite is also your message. That is quite the heavy load for a single piece of paper.
It is for that reason it is so vital to plan your invitations with extreme attention to detail and to create them with an informed mind. From managing the expectations of your sponsors (if you have them) to knowing your audience, don’t go in unprepared.
To help you plan your corporate event invitations, here are some tips to help you create invites that rock.
1. Plan with proper timing in mind.
Since you are hosting a conference or summit, it is highly likely that you will be inviting out-of-towners to your event. That means you will have to start your planning months in advance.
It’s protocol to leave six months lead time for invitations to go out, since corporate calendars are often set well into the future. You will have to allow time for far-flung attendees to make travel plans, rearrange schedules, and plan their workflow so they can attend your event.
2. Design like a salesperson.
You can plan the most amazing event ever, with keynote speakers that connect with your audience, incredible entertainment, and highly productive breakout sessions that inspire all sorts of networking opportunities.
But if nobody attends the conference, all that goes out the window (and you lose money). Therefore, you should consider your corporate event invitations to be almost like advertisements.
Design with an eye towards your target audience. What are their needs, their interests, and their goals? How will your conference fulfill them? Frame your invitations in a way that speaks to those aspects…needs, interests, and goals, and you are likely to see your attendance rates dramatically increase.
3. Make it easy to RSVP.
By making it painless and quick to respond to your invitations, you are not only raising the convenience factor for your invitees, you are making it easier on yourself, too.
Consider adding a QR code so people can respond online. It may speed up the dreaded RSVP lag time that drives event coordinators crazy. The sooner you know who’s attending, the easier your job will be.
Some advertisers haven’t gotten the memo: QR codes should be used judiciously. Plopping them in the midst of busy content makes them easy to miss.
Source: AdWeek SocialTimes
4. Integrate social media.
If your invitations are designed from a sales copy frame mind, you should consider the design to be like a brand. Take your invitation design…the colors, the font, the logo, the tone…and use that across several media platforms to brand your event and help spread the word.
Are you ready to see some imaginative and spectacular invitations we have printed? Click here to see our online sample showroom.
We can help you with cross media promotion, through Verified Cross Media, which is a Las Vegas Color Graphics company. Reach a wider audience, keep everyone informed, and keep the buzz going through web, print, email, and mobile. Your invitations are just the beginning!