Getting busy professionals to pay attention to your event invitation is no small feat. Get it right, though, and you’ll 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.

 So what does it take to craft an irresistible event email invitation that gets the open and the registration? Here’s 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’s inbox is deluged with messages every single day — up to 121, according to one report. If you’re not making an extra effort to be innovative, your emails won’t get opened and tickets won’t get purchased. Here are three strategies that will help you stand out.

#1: Send your emails from a recognizable source

To avoid getting your email trashed before it’s opened or sent straight to spam, let your reader know you’re trustworthy at a glance. You can do this by sending your emails from a recognizable source, like your event brand or company name. Make sure to use your company email if you have one. If not, change the “From” sender in your email setting to something along the lines of  “[your name] from [your company name].”

#2: Use personalization beyond the subject line

Consumers expect personalization — in fact, 86% say that it plays a role in helping them decide what to spend money on. But there’s a lot more opportunity in personalization 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’s on a pricey professional conference that their employer doesn’t reimburse them for. You can appeal to people’s fear of missing out and their wallet by experimenting with early bird pricing. To make sure the offer doesn’t get buried in the email text, make sure it’s clear in the subject line, i.e. “Early bird pricing ends tomorrow! Get your tickets before the last few run out.”

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’re emailing current customers or past attendees to invite them to this year’s event.

Subject line options:

The countdown is on…

{{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]: 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’re bringing you an amazing lineup to help you {{relevant benefit #1}} and {{relevant benefit #2}}.

[CTA BUTTON]: 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’re 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]: 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}}:

  • {{Benefit #1 — e.g. speaker lineup}}
  • {{Benefit #2 — e.g. networking opps}}
  • {{Benefit #3 — e.g. early bird pricing))

[CTA BUTTON]: 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’re ready to nurture leads by meeting with them in person.

Subject line options:

Next steps after {{Event Name}}

{{Event Name}} was great! Here’s what’s next.

Thanks for attending {{Event Name}}! Let’s 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’d 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]: 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.

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