How to prepare the right invitation for your event?

Your event is ready, the date and schedule are set, the caterer is booked, the speeches are (almost) written, the event agency was chosen a long time ago (Takaneo, of course!). In short, only one thing is missing: the invitation. But which medium should you choose, and which channel should you use?

If it is an invitation for a corporate event dedicated to company employees, internal e-mail is obviously the simplest and most direct method.

However, if it is an evening reserved for guests external to the company, using e-mail invitations is more delicate:

Technically, there is first the risk that it ends up in a spam folder that has not been checked since October 2002 (and never will be, for that matter). Next, it is more than likely that your invitation, properly laid out and beautifully illustrated, will not open correctly, displaying unsightly little crosses instead of the patiently chosen images. Finally, even if your invitation manages to bypass these two hurdles, it still risks arriving mixed in with sales announcements from Castorama and promotions for early-flowering bulbs from Jardiland.

In such cases, printed invitations are obviously the way to go. In an age where everything is becoming digital, a physical invitation conveys a touch of class.

The format must reflect the event: if it is prestigious, original or festive – and if the budget allows – do not hesitate to give your graphic designer free rein to explore all possible formats. The type of paper and its weight are also important. Moreover, the form sets the tone, symbolizes the spirit of the event, and in short, is a powerful vehicle for sparking the guest’s desire to participate. In these cases, the medium is just as important as the content.

Next, once the format is defined, it is essential not to overlook any information: who is inviting and for what type of event? Is the invitation strictly personal, or can people bring a guest? If there is a precise schedule (reception, speeches, entertainment, networking, etc.), be sure to specify it. Also, do not forget the access map, information on nearby parking or the presence of a valet service if applicable. Handle logos with moderation: making them larger will not necessarily make them more visible. Instead, they will be seen better if they are harmoniously placed on the invitation. Finally, provide an e-mail address specifically for responses or include an RSVP card with your invitation, as you will soon need to process replies. Lastly, for optimal timing, send the invitations out approximately five weeks before the event.

Last question: once these magnificent invitations are created, how many should I send based on the number of guests I want to host?

Generally, it’s wise to account for between 10% and 25% no-shows, often more, rarely less… unless it’s Prince Harry’s wedding.

In that case, prepare to deal with overbooking. Good luck!