Theater begins with a hanger. The event starts with an invitation.
Of course, no one canceled the comprehensive promotion of the event: advertising, announcements, PR activities. But it is the invitation that will fall into the hands of a potential visitor of the event that will be the first personal point of contact. She will begin to create a holistic impression of the event.
What will it be like? Cheap and banal or status and memorable?
As a business card is important for a successful image of a businessman, so an invitation is necessary for an event.
Therefore, we have prepared for you a small cheat sheet (this is what distinguishes the “How to write” section) on creating an invitation. Let's talk about three basic scenarios and collect all the elements that should be in a working "invite".
Three scenarios for event invitations
These are the three basic scenarios, you can intertwine them and use them in various combinations. The important thing is that they will help you choose the right tactics and not turn the invitation into a text vinaigrette.
Scenario #1. From the speaker(s)
The entire stylistic composition of the invitation is built around the speakers. It is the speakers who are the sweet berry that attracts the attention of the audience.
This scenario will work if the speakers of the event are really considered to be popular stars in their field and there is no need to explain at length who they are and why they deserve attention.
An example of such an invitation:
Scenario #2. From the event program
In this case, the program of the event will be the “tasty” and the main idea of the invitation. Used when you have prepared an attractive program for the audience, valuable topics of reports, or in general the whole event is devoted to the consideration of some narrow and very important topic.
As an example, we will demonstrate the description of the event on Facebook. By the way, an important addition: electronic descriptions are also invitations. Moreover, it is precisely such “invites” that have to be created more often than usual.
Title: All-Ukrainian seminar "1C-Bitrix": Online store - the secrets of success" in Kharkov. And the semantic emphasis is on the content: online stores and their promotion. Pay attention to a narrow geographic niche that increases interest in the event among the target audience.
Here it is worth noting another interesting technique - a detailed description of the target audience. In general, the “for whom” technique works in almost all advertising formats, including invitations.
Scenario #3. From benefits
The previous example is a successful combination of the second and third scenarios, since its information block is built according to the benefit description formula “ You will learn…".
The main idea of this scenario will be the benefits that will be received by the visitors of the event. For example:
- useful knowledge
- important acquaintances,
- concrete achievement,
- valuable certificate,
- study bag with a set of materials (video, audio, notebooks).
An example of a benefit with a specific achievement: " After the end of the master class, you will have a strong selling text in your hands, which you will write under the strict guidance of a teacher».
Invitation text blocks
"Invite", like any text format, has its own structure. And here she is quite conservative and does not like a flight of fancy. If you forget about some block, your invitation may provoke bewilderment and even irritation instead of desire. Imagine, for example, if you missed the date of the event or forgot to provide the contact details of the organizers.
To prevent such an annoying oversight from happening to you, we have prepared a list of important invitation blocks.
- Event title;
- The date of the;
- Short description (2-3 words);
- Long description (about what, for whom, benefits);
- Speakers;
- Program;
- Address;
- Driving directions + types of transport;
- The duration of the event;
- Ticket price;
- Registration conditions;
- The name of the organizer;
- Contact details of the organizers.
Blocks are selected depending on the scenario. For example, to implement scenario No. 1, we need the “Speakers” block, in the second option, the “Program” is suitable, for the third, we need to take the “Long characteristic”.
With the help of this constructor you will create a high-quality and selling event invitation.
What else do you need to keep in mind when creating an invitation?
When creating the text for an invitation to an event, it is advisable to keep a few more points in mind.
The first is the "invite" format:
- Electronic (description of the event in the social network, letter to e-mail);
- Printed (leaflet, personal invitation in an envelope, passing from hand to hand).
The second is the delivery method. It depends on the format:
- Social networks, email, blog;
- General distribution (leaflet-handout or tab in a specialized magazine);
- Personal delivery (in person).
Third - the target audience:
- TOP leaders;
- Star guests;
- Ordinary visitors;
- Journalists.
Sometimes there is a need for several formats. For example, separately for TOPs and for the general public, or for the general audience and for the press.
This is the basic information you will need to create an event invitation. We hope it will help you to approach this process in a structured and competent way. If you want to develop such an invitation that the Prime Minister himself would be surprised - contact us! and supplement it with strong copywriting “gadgets”.
P.S. Denis Kaplunov's studio is your strong foundation.
The organization of any business event requires preliminary preparation on the part of its organizers. Sending an invitation to its participants in advance is a mandatory condition, the fulfillment of which ensures the presence of all interested persons and their participation in the planned program.
What should an invitation contain?
An official engagement allows you to inform all participants about what event will take place, and contains information on the basis of which the addressee can decide whether he is interested in this proposal, whether he is ready to come to the meeting.
As a rule, an official engagement is created for such events as: a conference, a meeting of partners, official receptions and holidays, exhibitions, interviews, business meetings on a specific occasion, round tables.
Despite the fact that in everyday life most often the invitation comes in verbal form, in business communications a more acceptable form is to send a letter that differs in the composition of information from other types of written communications.
The main functions of the invitation letter:
- inform about the event;
- receive a response about consent or impossibility to participate from a specific addressee;
- determine the exact number of persons who have confirmed participation.
The text of the invitation of officials to the event must contain several mandatory elements:
- date, time and place of the event with an accurate description of the route to help participants get to the place without assistance;
- the theme and program of the event with the definition of the time planned for each part;
- the role of the invitee: whether he will be an ordinary participant-listener or spectator, or he will be entrusted with the function of a speaker or organizer of the discussion;
- an indication of the type of dress code established for all participants;
- please provide feedback about the decision of the addressee to participate, instead of the phrase about the need to send a response, the letter designation R.S.V.P. - an abbreviation for Repondez sil vous plait, meaning a request to respond to a letter;
- contact details of the organizers;
- additional information, if necessary;
- maps and seating plans for guests during the event itself and the banquet.
Examples
Types of invitations can be distinguished on several grounds for classification.
According to the indication of the name of the invited person, they are divided into:
- registered;
- common to the group invited without individual appeal to each participant.
By event format:
- official, which include not only receptions, but also conferences, round tables;
- informal.
According to the purpose of the invitation are divided into:
- private: celebrations of birthdays, anniversaries, weddings and;
- commercial: exhibitions, opening of shops, vernissages.
An invitation to an event must contain all the necessary information about how and where it will be held and how the invitee must confirm his participation to the organizers.
It can be personal, as in the example below:
It can also be issued without referring to a specific person.
Breakfast, lunch or dinner invitation must contain information about the reason for which the participants are gathering, and a request to notify the acceptance of the proposal.
Reception invitation, as a rule, is drawn up especially strictly and solemnly, on paper of the highest quality. In addition to a message about the time and place of the event, it may contain information about the format of the event, and, if necessary, a seating plan for guests.
invitation to belongs to the category of the least strict forms of invitations. Its main task is to organize a personal meeting of the applicant with a hiring specialist or the head of the department in which a new employee is selected.
Delivery methods
After all the invitations to the events have been prepared, it is necessary to decide in what ways it is better to deliver them to the addressees. The choice of delivery depends on the format and prestige of the event.
- If this is an official reception, then it is better to hand most of the invitations personally into the hands of the invited persons.
- Courier services can be used to organize the participation of invitees in commercial events.
- It is allowed to send invitations by mail, while taking into account the period of time required for their delivery.
- The most common and fastest way to deliver an invitation is via email. However, for especially solemn events, this option is not recommended.
It is also important to remember: the rules of business etiquette determine the deadlines for sending letters, which are at least 2 weeks before the start of the event.
How to respond to an invitation
After receiving an invitation, you must inform the organizers of your decision to take part in the event or reject the offer.
The answer is provided in different ways, taking into account the format of the event. This may be a call to the inviting party using the contact numbers indicated in the invitation, sending an email or providing a written notice in cases where it is necessary to comply with the requirements of the business protocol.
When preparing a response, especially in case of refusal to take part in the event, it is important to formulate its reason. If there is no real reason, but you don’t want to go, then it’s better to refer to employment, since references, for example, to malaise or illness can turn into trouble, because the one who refused can be seen at another holiday, evening or banquet.
If the abbreviation R.S.V.P. is indicated on the invitation, then the answer must be provided by contact numbers or email address indicated on the form. If the organizers in the text indicated that it is necessary to inform them only in case of refusal, then this is exactly what should be done.
If necessary, inform the organizers of unofficial private holidays about your participation, most often there is no requirement to comply with any conventions. As a rule, a simple call with information about whether the offer was accepted or rejected for any reason is sufficient.
The ability to create a high-quality invitation and accept it correctly allows you to demonstrate to the parties respectful attitude to each other, emphasize the value of contacts and the desire to maintain and develop further communication.
A business letter of invitation does not have to be an invitation to cooperate. An offer to visit an exhibition, a seminar or even a concert, for example, a charity one, can become just as businesslike. Regardless of where exactly the addressee of this message is invited, certain rules for writing it should be followed.
Invitation letter: how to write it?
- Full name of the addressee
- dates and locations of the event
- Name of the inviter
It is also allowed to indicate in the letter the need to notify about the consent to attend the event. Note that it is advisable to refuse such an invitation in a similar written form.
On our website you can download a sample of the official invitation to the event (concert):
How to write an invitation letter?
The best option is to use the official form, which contains the details of the person or company sending the letter. At the same time, the invitation may well be printed in color, with the addition of decorative elements, which will increase its attractiveness.
Conference invitation template
Exhibition invitation letter sample
Sample letter of invitation to work
FAQ
When do I need to send a written business invitation?
The main thing is that the addressee receives the letter in advance, i.e. had a few days left to make a decision and send a written response. In some cases, for example, when holding large-scale events, such a letter is sent a few weeks before the date of their holding.
Is there a universal invitation letter template?
The following example can be used as such:
In this article, we will consider how to write an official invitation to a meeting, negotiations or meeting. Let's share sample invitation letters.
Event Invitation Letters: Samples
Official letter of invitation to the event
The company that plans to hold the event, while preparing for it, takes into account that they will have to send out official letters of invitation. This is especially true for events for which they make lists of guests whose presence is welcome.
In this case, it is not enough just to call them and tell them about the upcoming event. It is important that the invited person is aware of the scale of the meeting and their own significance. Therefore, the secretary will need to write an invitation letter to participate in the event.
To begin with, understand the classification of such correspondence and the nuances of its design. A formal business letter of invitation is a type of. Belonging to this category is determined based on the purpose of the invitation: to notify the right people about the upcoming event, the time and place of its holding. The main features of the letter of invitation to the event:
- nominal, sent in a single copy personally to each invitee;
- contains information that concerns each guest individually;
- looks more presentable than other letters - paper best quality, decor;
- may be handwritten.
Note that in this case, standard forms are very rarely used for registration. business letter. However, if you want to write an official letter of invitation to a business event, then its execution using the letterhead is acceptable.
Event invitation letter: sample
Download Sample
meeting invitation letter
A formal letter of invitation to a meeting should be addressed directly to the persons concerned. This letter should describe in detail the topic of the meeting, the issues that will be considered at it. You should also notify the meeting place and time.
A meeting invitation letter can only be sent to the head of a specific organization. If necessary, he will decide whether to invite other employees. He will notify you of this in a separate letter so that you plan the seats for all those present in advance.
Meeting invitation letter: an example for representatives of another organization
Download Sample
Letter of invitation to negotiations
Before you think about sending an invitation, keep in mind that there are two types of negotiations: operational and planned. When preparing an operational meeting, the secretary must invite participants, notify the manager about the employees who did not come, and find out the reasons for their absence.
Preparation for a scheduled meeting with a large number of participants begins 1.5–2 weeks in advance and includes the following steps:
- set the date, time and place of the meeting;
- draw up the agenda, list of participants and speakers;
- perform work that may be required before the start of the meeting;
- write the text of the invitation.
A special type of negotiation is the so-called "brainstorming". Such an event is held when it is necessary to solve a complex problem, find a way out of a confusing situation, and make a responsible decision.
Internal Meeting Invitation Email Sample
Download Sample
How to write and issue an invitation letter to a foreigner
When sending an invitation letter to foreign partners, employees and clients, you need to take into account that they may not know your city. Therefore, it is worth attaching to the letter a map of directions to the venue of the event or to your organization. It is also necessary to take care of the settlement of a foreigner in a hotel for the duration of his stay. If the host party pays for accommodation, flights, transfers and other services, then this should also be mentioned in the documents accompanying the invitation.
When compiling an invitation letter for foreigners, it is necessary take into account national peculiarities . At the same time, you should not write an invitation in the native language of the invitee: it is enough to write it in English.
An example of an invitation letter for a foreign partner of a company
An invitation for foreigners to an event should be sent much earlier than for other participants. When planning events with the presence of foreign citizens, consider how long it will take them to issue required documents, plan a flight.
A useful service from the "Secretary's Handbook" magazine: business letter constructor
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