Your ability to write invitations will have a significant impact on how well you can entice your target audience to attend your next event. Unfortunately, it is also one part of the event planning process that people overlook. They send invitations that lack key information or do little to generate excitement about your event.
We are going to help you write invitations that work. These invitation examples below will build events. Here are some real examples of how you can power your event, right from the start.
What Makes an Effective Event Invitation Message?
An effective event invitation will accomplish a few key goals, regardless of the type of event you are designing it for.
- It will provide the invitee with all the necessary information, including the time, day, place, and type of event.
- It will provide a hook or enticing information to excite the invitee about the event.
- It will provide an easy, accessible way for people to register immediately after reading the invitation.
With these ideas in mind, let’s now look at concrete examples that will help you write outstanding invitations for your next event.
Event Invitation Message Examples by Type
We will break down some invitations to help you get responses. We have organized these examples based on event type so you can easily find examples of what will work for you.
Conference Invitation Examples
Subject: Join us for [Conference Name]
Dear [Name],
We are pleased to invite you to attend our upcoming [Conference name] on [Date] at [Location]. During this event, we will bring together industry leaders to discuss the latest trends and developments in [Niche/Industry].
Throughout the conference, we will host invigorating panel discussions where attendees can dive deeply into the exciting issues impacting the [Industry]. Keynote talks will then open the floor for discussion on some of the latest ideas and trends in the [Industry]. Finally, breakout sessions will allow you to connect with others who have similar interests and priorities, where you can engage in small group discussions.
Some of the topics we are most excited about include:
- Topic 1
- Topic 2
- Topic 3
In addition to all these discussions, the conference itself will include ample networking opportunities as you connect with professionals across the industry.
We encourage you to register now to take advantage of our early bird pricing of [Price]. After [Date], the price will increase to [Price]. To secure your spot, click on this link to register.
We hope to see you there!
Sincerely,
[Team or Team Member Name]
Notice how this invitation presents key information immediately. The reader knows what the invitation is for, what value this conference has to offer them, and some of the enticing information to be covered. Since the email offers an appealing discount, it also encourages people to act immediately.
Subject: Join Us On [Date] for the [Industry] Conference of the Year!
Hi [Name]!
Come join us for our 10th annual [Conference Name]!
We are excited to announce that we are hosting our hit conference once again this year. We were thrilled you could join us last year! As a thanks, we wanted to get this invite out to you early so you can book the spot on your calendar and take advantage of our special early bird pricing.
You know that every year we focus on highlighting the latest in [Industry] and this year is no different.
We are confident you will love our panelists’ topics, such as:
- Topic 1
- Topic 2
- Topic 3
If you click on this link here, you can take advantage of our special early bird pricing. We might also throw in a little special discount, just for you!, as a returning attendee.
We are so excited to kick off [Conference Name] this year and we hope to see you there!
Sincerely,
[Team Member Name]
This email is highly customized, noting the reader’s prior involvement and rewarding them for returning as an attendee. The invite reminds the reader of the value proposition the conference offers and encourages action by highlighting what will be included.
Trade Show Invitation Examples
Subject: Experience all that [Trade Show Name] Has to offer
Dear [Name],
It has already been a year since our last trade show! We have been excitedly planning our coming [Trade Show Name] and we hope you will join us again.
We are going to hold [Trade Show Name] on [Date] at [Location] from [Time].
We already have an exciting list of exhibitors who have reserved their tables, and we would love to have you attend to see all they have to offer. We will be welcoming:
- Exhibitor example 1
- Exhibitor example 2
- Exhibitor example 3
As you know, we carefully put together a rich list of presenters who are at the forefront of [Industry] and we know the show will be [X] days of exciting displays and cutting-edge conversations.
Come and experience all that [Trade Show Name] has to offer! Click here to make sure you don’t miss this opportunity. As a returning attendee, you will see an automatic [X]% discount already applied to your registration.
We hope to see you this coming [Month].
[Company name]
This email highlights the value the show offers and then seals the deal with a special discount for returning. Attendees will appreciate that you recognize their past participation, and it will remind them of their positive experiences.
Subject: Join Us on [Date] for [Trade Show Name]!
Dear [Name],
We are excited to invite you to this year’s [Trade Show Name]! We are going to be holding the show on [Date] at [Location]. This event promises to be one of the most exciting events in [Industry] this year.
Last year, we welcomed [X number] of attendees, all eager to engage with brands like yours. Our exhibitors saw amazing results, including [Positive ROI statistic from previous show].
To provide an optimal experience for both our exhibitors and our attendees, we carefully vet our exhibitors and send invitations to those we know would see the best results from the show. We would love to have you join us.
Reserve your spot today by clicking on the link right here.
We hope to see you there!
[Company Name]
This exhibitor’s email builds desire by offering quantified results from past events and entices businesses to tap into that ROI for themselves. It creates a personalized feel to build a connection with the exhibitor to encourage them to click.
Corporate Event Invitation Examples
Subject: Join Your [Company Name] Community for a Day in the Sun!
Dear [Name],
We are excited to announce that the details have been ironed out for [Company Name]’s next corporate retreat. On [Date] from [Time to Time] we will be meeting at [Place] to unwind, connect, and nurture our [Company Name] relationships.
We want everyone to enjoy their day at the beach, so we will have a variety of activities such as:
- Activity 1
- Activity 2
- Activity 3
[Company leader] Will also be there to personally connect with team members and participate in the fun.
Please let us know if you can attend by [Date] so we can get a headcount for the catering! All you have to do is respond to this email to let [Team Member] know.
Thank you and see you there!
[Team member]
This invite for an internal event uses more casual language and acknowledges that many employees really want time to relax and genuine appreciation. By speaking to these needs, the email creates interest and encourages attendance.
Subject: We’d be Honored to Have Your Presence at Our Customer Appreciation Dinner
Dear [Name],
At [Company Name], our customers are our cornerstone and our highest priority. We thank you for your loyalty and long-standing relationship with our team, and we want to show our appreciation on [Day of the week], [Date] at [Time] in [Place].
Join our executive team, along with a small group of loyal customers for an evening of [Activities].
We’d be honored to have your presence. Please let us know by [Date] if you are able to attend.
Sincerely,
[Name of CEO]
This email takes a more formal tone as it seeks to honor some of the biggest and most loyal customers with VIP treatment. The email template gives you space to highlight the high-end package you are creating so you will send an enticing, action-oriented message.
Webinar Invitation Examples
Subject: Get the Latest Insight on [Industry] this [Date]
Dear [Name],
This coming [Date], we have an exciting opportunity we think you will love.
We are going to host a [X] hour webinar on all the ins and outs of [Industry Niche] starting at [Time]. As a professional, you know how quickly trends and shifts in the industry can make old strategies obsolete. We have built a webinar series that is specifically tailored to experienced, talented professionals like you who are looking for that edge to help them excel.
Since your time is valuable, this webinar has been built for you. Get all the information you need without leaving your desk. Once you register, you will also receive an emailed copy of the webinar, which means you can rewatch any portions you missed during the initial viewing.
Get the webinar on your calendar now by registering with this link.
We look forward to seeing you!
[Team Member or Company name]
This email speaks to common pain points, including a lack of time and fast-moving industries. With this attentiveness, it reduces the friction of adding another event to the calendar and encourages people to take advantage of this opportunity.
Subject: Get Rid of [Pain Point]. Learn How
Dear [Name],
As an [Industry professional, you know how frustrating it is to deal with [Pain Point].
We want to show you what [Product Name] can do for you.
Join us this [Date] on [Host Platform] for a webinar that can help you launch your operations to the next level.
We will walk you through how [Product Name] can help you better [Overcome pain point]. Since we will all be together in the webinar, we will show you live examples, and you can see exactly how this tool will work for you.
Reserve your seat right here!
We look forward to seeing you.
[Team Member Name]
This direct message speaks to a targeted pain point that you are working to resolve for customers. By calling it out right from the subject line, you encourage people to learn more and register to see what you have to offer.
Networking Event Invitation Examples
Subject: Experience High-Value Networking at [Event Name]
Nothing can replace face-to-face interactions. That is why we are excited to invite you to our coming [Networking Event Name] on [Date and Time] at [Location]. We are working to carefully cultivate an event where you can engage and build relationships with industry professionals.
With carefully constructed networking activities, you will have exciting opportunities to interact with fellow members of the [Industry] space. Networking is most effective when attendees have opportunities to make connections that last even after everyone exchanges business cards and goes home. Our event will help you make those valuable first impressions that will help you build your career.
Since this is an invitation-only event, you can be confident that our attendees are industry professionals just like you. This exclusive event is the perfect way to start your new year.
Click to save your seat for the event right now. Since we have a limited number of seats, we want to make sure you get your slot. We hope to see you there!
Sincerely,
[Team or Member Name]
Subject: You’re Invited to this Invitation-Only Networking Event
Getting to know people in your field opens doors to countless opportunities. However, we all know that the quality of those connections can have a dramatic impact on the outcomes you can achieve with your network.
That’s why we have carefully cultivated a small list of only 100 invitees that we wanted to include in our next [Networking Event Name] on [Date and Time] at [Location]. During this event, you will have ample opportunities to meet and engage with your fellow industry professionals, from speed networking to cultivated dinner tables.
Reserve your seat now! Early bird pricing is still open, but the price will go up on [Date].
We are excited to see you on [Date]!
Sincerely,
[Team or Member Name]
Both of these emails highlight the value of high-quality networking and promise to deliver. Drawing attention to the exclusivity of the event helps people feel like a part of a high-end circle and that their time is valued. You also create a fear of missing out to entice people to register.
Workshop/Training Invitation Examples
Subject: Effective Training to Power Your Career
Dear [Name],
The [Industry] field continues to grow and mature at an astonishing speed. As a professional, you know the importance of participation in regular training to keep your skills current and ready to excel professionally.
We have put together a workshop that will help you power your career forward. Our years of experience in [Industry] have shown us how the latest trends and developments affect professionals, so we have designed an event to provide the skill-building and training you need to stay at the forefront of your industry.
You will have opportunities to:
- Workshop topic 1
- Workshop topic 2
- Workshop topic 3
We will be meeting on [Date and Time] at [Place]. All you need to do is reserve your seat so you don’t miss out. When you finish your training, you will have the skills you need to excel in your field.
See what you can do today.
We look forward to seeing you!
Sincerely,
[Team Member Name]
By recognizing the challenges of continuing education, you let the reader know you under their struggles and can help. You present a strong value proposition and make it easy to take advantage of the opportunity.
Fundraiser/Gala Invitation Examples
Subject: Support [Cause] At [Charity name] Fundraiser
Dear [Name],
I hope your year is going well.
I am writing to invite you to a fundraising gala to support [Charity name] and all their work related [Cause]. We will be holding the event on [Date] at [Time] in [Location].
[Charity Name] has made tremendous strides in the past year in their work related to [Cause]. They even [Statistic or anecdote highlighting work]. To accomplish these incredible goals, however, they need our support.
The event will include a delicious gala dinner followed by [Activities].
Tickets are currently on sale for [Price]. We are asking for RSVPs by [Date] so that we can get an accurate headcount.
We hope to see you there,
[Team Member Name]
Galas and fundraisers need to attract the audience of people who care about the cause or organization. This email is designed to elicit emotions relating to the cause and connect people who support the cause to the achievements of the organization. This personal connection encourages people to continue supporting the charity.
Product Launch Event Invitation Examples
Subject: Join Our Selected Audience to See the New [Product]
Dear [Name],
After years of work by our Research and Development team, we are excited to announce the upcoming launch of [Product Name] and we want you to be part of the experience!
You have seen first-hand how our products excel at meeting the needs of businesses like yours, and we are excited to demonstrate how our [Product Name] will continue in that tradition.
We have carefully handpicked a small group of professionals to whom we want to give the first look at all [Product Name] can do. We have invited you to participate because of all the potential [Product Name] has for your business.
The product launch will be held on [Date and Time] at [Place], and seats are limited! Please let us know if you are able to make it by [Date].
We look forward to hosting you,
[Team Member Name] on behalf of [Company Name]
This email creates an exclusive club around your new product. This type of club encourages people to engage with your new product, experience its benefits firsthand, and feel at the forefront. This invitation encourages this exclusivity and excitement to motivate people to attend.
Best Practices for Event Invitations That Increase Registrations
To write the best invitations for your next event, we recommend following these best practices:
- Focus on an appealing subject line. The subject line is your main chance to draw in potential audiences. Write a headline that draws people in, introduces your value proposition, and encourages people to read the rest of the message.
- Personalize your messages. Let people know that this invitation is designed specifically for them. Use your CRM system to add in names, company names, past attendance at events, and any other relevant information.
- Pay attention to when you send your invites out. Note the schedule of other events in your industry and area, and make sure you give them plenty of time to prioritize your event. Send your invitation with enough time for them to take advantage of early bird pricing and other priorities. About three months generally works well, but this will need to be customized based on your event’s registration opening.
- Optimize your CTA. Your CTA should inspire people to take action and to click right away to register. Consider changing out the boring CTAs and get your creative juices flowing with, “save my seat” or “I don’t want to miss out!” This is a good place to include some urgency.
- Remember the importance of mobile. Most people will open your email on their phones, so make sure your invitation works well on a mobile device. Your buttons should be easy to click, the layout should highlight your key selling points, and the text should be easy to read.
- Use social proof in your invitation. People naturally like participating in events that they think others like them appreciate. Throwing in information such as ratings from previous years, exhibitor ROI, and attendance numbers helps prove that your event is worth attending.
- Create a sense of urgency about your invitation. Let people know that your offer won’t last forever. You might have early bird pricing or note that you only have a limited number of seats to sell. Encourage people to take action right away for fear of missing out.
- Make it easy for people to complete their registration. Following up on the previous point, you want it to be easy for people to complete their registration. Including a link to a friction-free registration process is ideal. Any opportunities you have to simplify the process for your audience, including autofilling as many fields as you can, should be utilized.
- Use some A/B testing to optimize your message. A/B testing can help you see what your target audience best responds to, such as variations in your CTA, your subject line, or your value proposition. Pick one section to test at a time, create two optimized versions, and track your incoming data.
- Use an effective follow-up sequence. Despite your best efforts to create an enticing, immediate CTA, many people will still put off immediate action, which makes your follow-up sequence critical. Schedule a follow-up email for those who haven’t responded about 9 days after your initial contact. If you promote your early bird pricing, an additional email right before it expires is also useful. Finally, a last chance email can help you draw in procrastinators the final week you accept registrations.
Common Event Invitation Mistakes to Avoid
As you draft your event invitation, review your messages to ensure you avoid these common mistakes as well.
- Don’t forget crucial information. Although it may seem obvious, many businesses have sent invitations that omit the date, time, location, or other essential details.
- Do not neglect the subject line. This should be a priority, not an afterthought. Without a good subject line, few people will open the message to read the amazing content.
- Send your invitation in the sweet spot between early enough for people to plan and respond but not so early that people aren’t thinking that fast in advance.
- Proofread your invitation. Few things will reflect more poorly on your brand and event than sending out an invite with a variety of typos and errors. Have several people at your company proofread the invite to make sure you don’t have typos and all the information is correct.
Conclusion
Tailored invitations that have been carefully crafted, tested, and optimized will help you entice your target audience for your next event. If you are ready to get started writing your invitations, use the above examples as guidelines to craft your own emails. A2Z Events is here to help you with your registration process every step of the way.
