Getting busy professionals to pay attention to your event invitation is no small feat. Get it right, though, and you鈥檒l win over their attendance and their endorsement. You want them to see your event as the perfect opportunity to network, grow, and/or advance their careers.
听So what does it take to craft an irresistible event email invitation that gets the open and the registration? Here鈥檚 a breakdown of three key email strategies to keep in mind as you craft your business event invitations, plus three examples to guide your first draft.
3 business event invitation strategies to know
The typical person鈥檚 inbox is deluged with messages every single day 鈥� up to 121, . If you鈥檙e not making an extra effort to be innovative, your emails won鈥檛 get opened and tickets won鈥檛 get purchased. Here are three strategies that will help you stand out.
#1: Send your emails from a recognisable source
To avoid getting your email trashed before it鈥檚 opened or sent straight to spam, let your reader know you鈥檙e trustworthy at a glance. You can do this by sending your emails from a recognisable source, like your event brand or company name. Make sure to use your company email if you have one. If not, change the 鈥淔rom鈥� sender in your email setting to something along the lines of听 鈥淸your name] from [your company name].鈥�
#2: Use personalisation beyond the subject line
Consumers expect personalisation,听but there鈥檚 a lot more opportunity in personalisation than just auto-filled names, like dividing your master list into segments and sending them targeted emails.
Three ways to put segmentation into action:
- Create segments from your master list based on demographics, past events attended, and other purchase history information
- Send these smaller groups of recipients emails on targeted subjects
- Include highly relevant content or offers that are irresistible to them at specific times
#3: Lean on fear of missing out with early bird pricing
Everyone loves a good deal, especially if it鈥檚 on a pricey professional conference that their employer doesn鈥檛 reimburse them for. You can appeal to people鈥檚 fear of missing out and their wallet by experimenting with early bird pricing. To make sure the offer doesn鈥檛 get buried in the email text, make sure it鈥檚 clear in the subject line, i.e. 鈥淓arly bird pricing ends tomorrow! Get your tickets before the last few run out.鈥�
3 business event invitation email copy templates
Sometimes, you just need an example to help you kickstart a first draft and take the edge off of that blank document staring you in the face. Here are three business event invitation copy templates to help you write emails that engage your prospects.
#1. Invitation to current customers
Use this template when: You鈥檙e emailing current customers or past attendees to invite them to this year鈥檚 event.
Subject line options:
| The countdown is on鈥�
{{Event Name}} is here! Save your spot today. {{Event Name + Year}} is just around the corner. Are you in? |
Email copy:
|
[Event Name] [Event Date] [Event Time] [Event Location] [CTA BUTTON]:听Save My Spot |
| Dear {{Contact Name}},
{{Event Name}} is only a month away! And you can still save {{amount}} before tickets go full price on {{date}}. This year, we鈥檙e bringing you an amazing lineup to help you {{relevant benefit #1}} and {{relevant benefit #2}}. [CTA BUTTON]:听Register Now This is your chance to learn straight from {{speaker types, e.g. business leaders}} like {{list of 2-3 speakers}}. So save your spot today! Cheers, {{Company Name}} Team |
2. Invitation to cold prospects
Use this template when: You鈥檙e reaching out to cold prospects (e.g. recipients who have never heard of your or your event) to attend.
Subject line options:
| [Save the Date] {{Event Name + Year}}
{{#}} days, {{#}} thought leaders, only at {{Event Name}}! 3 reasons to attend {{Event Name + Year}} |
Email copy:
|
[Event Name] [Event Date] [Event Time] [Event Location] [CTA BUTTON]:听Save My Spot |
| Dear {{Contact Name}},
On {{Date}}, {{demographic — e.g. business leaders}} from across the {{geographic region}} will gather for {{Event Name + year}}. Will you be one of them? Three reasons to attend {{Event Name}}:
[CTA BUTTON]:听Register Now This is your chance to learn straight from {{speaker types, e.g. business leaders}} like {{list of 2-3 speakers}}. Save your spot today! Cheers, {{Company Name}} Team |
3. Follow-up email to invite attendees to a meeting
Use this template when: Your event is over and you鈥檙e ready to nurture leads by meeting with them in person.
Subject line options:
| Next steps after {{Event Name}}
{{Event Name}} was great! Here鈥檚 what鈥檚 next. Thanks for attending {{Event Name}}! Let鈥檚 stay in touch. |
Email copy:
| Hey {{Attendee Name}},
Just wanted to say thank you for attending {{Event Name}}. I hope you enjoyed the event as much as the team here at {{Your Business Name}} did! I鈥檇 love to schedule 15 minutes with you in the next week or so to chat about how {{My Business Name}} can help you reach your 2020 goals. If that sounds good, simply click the button below. [CTA BUTTON]:听Schedule meeting Cheers, {{My Name}} |
More email templates to nurture your sponsors
Email is the lifeblood of business today. Learn how to write stellar messages that simplify communication with your partners in our tip sheet, 8 Sponsorship Letter Templates to Hook Event Sponsors.
