It doesn't matter how great of an event you plan; no one will go if you don’t tell people about it. One of the best event communication methods with potential attendees is emailing them. However, you need an email invitation that catches people’s eye and makes them want to open and read the email. And it needs to inspire an RSVP. These six insights will help you create an effective event invitation email campaign. When you nail the art of event invitations by email, you can significantly boost your events’ overall attendance.
1. Attention-Grabbing Subject Line
The subject line of your event email invitation is the first thing someone will see in their inbox. Our inboxes are overflowing these days, so you will want to use a subject line that will grab someone’s attention. A good subject will either directly reference the event or create a sense of mystery that will intrigue someone to open the email and find out more. Be careful not to get too creative or “out there,” as you don’t want people to assume your email is SPAM. You also do not want SPAM filters to automatically filter your email out before the recipient sees it. Avoid using words that are often associated with SPAM emails like “free,” “act now,” or “click here.”
2. Personalization with Every Invite
One of the best methods for getting recipients to read your email invitation is personalizing it. You can do this in the email's subject line and body. Personalizing your event email will speak directly to the reader, encouraging them to spend more time and attention on your email. The longer they read your email, the more likely they will retain the information and act.
There are several ways you can personalize your event emails. Talk about specific relevant events, common interests, or geographically relevant points. Segment your emails into recipient groups so that you can tailor the email message to speak directly to your target audience. For example, you could highlight the world-class food and beverages in one group. You could highlight the performers and entertainment at the event for another group. Use imagery that will directly relate to your target audience. The goal is to form a deeper connection to increase brand recognition and fact recall.
3. Persuasive Copy and Images
The goal of your event email invitation is to convince people to attend your event. People want to attend an event where they know they will have a good time. So, your email needs to convey that your event will be something they don’t want to miss. When writing the copy for the email's body, aim for persuasion without being overly promotional or salesy. Focus on highlighting the benefits or biggest draws of the event to convince people to accept the invitation. Run all finished copy through spelling and grammar checks. Nothing looks more unprofessional than an email full of errors. The errors in the email will erode trust, and people will assume the event will be run just as unprofessionally.
People are visual creatures, so using images and video is necessary to show people what they can expect at your event. However, do this with caution. Choose your images carefully to accurately portray the event. Use more than one image to give people an accurate impression of the event. Ensure all rich media is responsive to look correct on all device screens.
4. Event Details to Include
One of the most common mistakes event planners make is failing to include all relevant details in the event invitation email. When they do include the information, it is buried or hidden far down. Position the important information prominently so it can quickly and easily be found when scanning the email. Include these pieces of information:
- Time, date, and day
- Venue information
- Highlights & what to expect
- How to RSVP
5. Clear Call to Action
The goal of your event invitation email is to convince people to accept your invitation to attend the event. Include a call to action in the email. This needs to be an active sentence that is short and direct. Tell people what you want them to do. This could be to buy tickets, RSVP, or follow your event’s social media accounts. A direct call to action increases engagement and response rate.
6. Timing of Your Event Emails
When you send your event invitation email, it will directly impact your engagement and response rate. Right now, data suggests the best days of the week to send invites by email include Tuesdays, Wednesdays, and Thursdays. Eventbrite says most email promos go out one to three months before the event. Figure out the day of the week and time of day that is ideal for getting the greatest number of people to open your email. This will maximize the overall effectiveness of your email campaign, resulting in better event attendance.
Elevate Your Event Email Invitations
With these six insights, you should be able to elevate your event email invitations. With a better-designed email, you should experience increased open rates, engagement, and event attendance. To be a successful event planner, it’s crucial to prioritize learning and development. Attending event planning industry events like The Event Planner Expo can provide you with opportunities to learn and network with other industry professionals.
Reserve your booth and secure your spot at The Event Planner Expo 2024 and be an exhibitor! Showcase your event business and meet hundreds of professionals who are eager to book your services!
