Making an Event Invitation: Template + Ideas

Hamilton Hamilton

A significant part of an event's success hinges on the invitation's quality and impact. However, nailing an event invitation can be challenging for many businesses. In this guide, we explain how to make an event invitation and share helpful templates and tips. 

How to Make an Event Invitation

Consider your event objectives before beginning the invitation creation process. The nature and tone of the event will heavily influence the details of the invitation. Then, address the following seven components: 

  1. Who – Determine the ideal audience for your event and create a guest list. Craft the invitation's design, language, and format to best suit the target audience's personalities, preferences, and needs. If necessary, segment the audience and create customized invitations for each group. 
  2. What – Provide the essential details for the event so the recipient understands the core elements without spoiling the surprises. 
  3. When – Share the date and time of the event as well as any pertinent deadlines.
  4. Where – Provide the location and address of the event as well as any relevant information about travel and accommodations. 
  5. Why – Express the event's purpose and help the reader understand what they can gain from attending. 
  6. Format – Determine what type of invitation you want to create. Is it an email or a custom-printed and mailed invitation? 
  7. Design – Whether the invitation is digital or print, design the invitation to communicate the personality, purpose, and tone of the event. Choose colors, fonts, graphics, and images that excite your audience. 

Considerations for Event Invitation Wording

Crafting the language for an event invitation can take time and effort. Here are some considerations to keep in mind: 

  • Be Succinct – Write a clear, concise, and compelling message. Make sure the recipient understands the information and inspires them to feel compelled to accept the invitation. 
  • Spark Curiosity – The invitation should be a teaser that expresses the event's theme without giving too much away. Inspire the invitee to feel special, confident, and excited. 
  • Be Transparent – Surprising and delighting guests is great, but only within specific parameters, as some surprises are more fun than others. If the event activities require a particular code of dress or there is a ticket price at the door, inform the guests so they know in advance.  
  • Be Specific – Include all relevant contact information, registration deadlines, event goals, and RSVP instructions. If the invitee can bring a plus one, specify so in the invitation. 
  • Match the Tone of the Event – Recipients will unconsciously project the invitation’s tone to the event's tone. Write in a style that aligns with the event's purpose and feeling. Use language that best reflects your business values and meets the needs and expectations of your target audience.  

Event Invitation Templates

Are you looking for inspiration for your event invitation? Look no further.

Prospective Customers

  • Lead with the event logo and a call to action. 
  • Personalize the invitation with the recipient's name and title. 
  • Warmly greet the recipient. 
  • Communicate the value of the event broadly. 
  • Share the event details. 

Loyal Customers

  • Lead with the event logo and a call to action. 
  • Personalize the invitation with the recipient's name and title. 
  • Warmly greet the recipient. 
  • Communicate the value of the event as it pertains to the individual customer's unique needs and aspirations. 
  • Share the event details.
  • Offer VIP pricing or experiences.  

Event Invitation Tips

Email Invitations

  • Write an intriguing subject line that compels the recipient to open the email. 
  • Keep the content short and sweet. 
  • Link to long-form content like blogs, webpages, or social media posts. 
  • Send on a Tuesday or Wednesday for the most significant readership and impact. 

Print Invitations 

  • Consider bespoke elements like luxe cotton papers, engraving, gilding, foil stamping, die-cut designs, and custom binding to elevate your invitation. 
  • Consider the weight and feel of the invitation so that it is as lovely to hold as it is to read. 

Get Expert Help

Do you want to craft a compelling event invitation and bring your event to life? At Hamilton, we are here to help. We are a full-service event marketing agency with a 75-year legacy creating immersive brand experiences for companies throughout North America and worldwide. We design, produce, and execute integrated experiences – exhibits, events, environments, and digital solutions – that drive meaningful connections between your brand and your audience.

To learn more, contact Hamilton today!