The perfect e-invitation for your company soirée!

A promise is a promise! Today, we’re giving you some key tips for hosting a successful corporate event. And because crafting the perfect invitation email isn’t always easy, we’re offering you a template you can receive directly in your inbox!

Let’s go back to basics. What is a corporate event? It’s a festive and unifying gathering with multiple objectives. It helps bring team members closer together and enables different departments to discover and better understand each other. The icing on the cake 🍒: a corporate event is also an excellent way to highlight your company’s values. This is a significant opportunity because employees are your company’s first ambassadors! That’s why you should do everything possible to ensure their attendance. To achieve this, the most important element is, of course, the invitation email!

Invite Your Team

Make a great first impression! Here are a few techniques to get started:

• Create a custom registration website:
  This can add originality and professionalism to the invitation phase. Include key details like the event's location, date, and time. Briefly explain the purpose of the gathering, include the event agenda, and introduce the speakers. By using an event management platform, you can fully brand your site by adding your colors, logo, images, and more.

• Design a tailored registration form:
  Ask attendees to provide the information you need. You can also include checkboxes to allow them to share their preferences. For instance, ask what they expect from the event. Get to know them better and fine-tune your event based on their responses.
  Note: All data collection must comply with GDPR regulations. At Eventdrive, for example, attendees must provide consent before their data is collected, and sensitive data (like dietary restrictions or T-shirt sizes) is automatically deleted 24 hours after the event.

Once your event site and form are ready, it’s time to craft the much-anticipated invitation email! ✨

A No-Pressure Invitation

As mentioned earlier, the presence of your team members is essential. However, in some cases, attendance isn’t mandatory. Make sure your guests don’t feel obligated to attend. Your corporate event should be enticing, not perceived as extra work hours. Therefore, carefully consider your guest list and clarify the optional nature of the event.

By quantifying your attendees, you gain three advantages:

1. Accurate numbers for your caterer (seats, meals, or drinks).
2. Adaptable security measures, a crucial aspect for smooth event management.
3. Clear communication of safety guidelines and preventive measures to participants.

Optimize Your Invitation Process

The Perfect Invitation Email

Craft an email that reflects your brand, personalizing it as much as you like. For example, include the recipient’s name in the body, choose the perfect design, and use your company’s colors.
Good news! We can help you design an invitation email for your event—no design skills required!

We know writing an impactful message can be challenging. To maximize registrations, follow these tips:

• Use a catchy subject line.
• Prepare multiple versions of your email.
• Include all practical details.
• Keep the text clear and spaced out.
• Add engaging images.
• Customize the email to reflect your company’s branding.
• Maintain contact with your guests.
  
  

Automated Emails

We recommend automating the sending of your invitation emails and personalized follow-ups for two key reasons:

1. Avoid mistakes: Automation ensures no guest is forgotten, and you can be confident that all messages are delivered to all invitees.
2. Save time: By automating this time-consuming task, you’ll free up valuable time to focus on other aspects of planning your corporate event.
   
   

Pro Tip! 💡

No matter how compelling your invitation is, it won’t matter if your guests never receive it. To ensure successful delivery, you need to master the art of email deliverability. Here’s how:

• Maintain an excellent online reputation: Avoid overwhelming your recipients with too many emails.
• Control your email content: Stay away from spam-triggering keywords like “promotion” or “free.”