One of the crucial steps in organizing an event is getting people to show up. And that's where the art of crafting an event invitation email that converts comes into play. We're here to guide you on this journey.
Ever thought about how great it feels when you're having a relaxed chat with a friend? Now, imagine bringing that same warmth and familiarity to your email campaigns! The trick to achieving this lies in the technique of audience segmentation. It's all about sorting your email list into distinct groups based on shared traits or interests. The next step? Craft tailored messages directly to each group's unique needs or preferences.
Don't worry, this might sound complex, but with an email management system, it's a piece of cake! Platforms like Accelevents make the process smooth and efficient, especially when teamed up with applications like MailChimp. The result? More personalized, effective, and relatable email campaigns!
Snag new emails through newsletter sign-ups or other creative ways. Once you've got the emails, it's time to reach out with a friendly invite!
Start your email with a warm greeting. Briefly introduce your organization, explaining what sets your events apart. Highlight the benefits of attending, and emphasize the potential for valuable networking, learning, or fun. Ensure all event details are clear and include a friendly call-to-action, inviting them to experience your event first-hand.
Since these are newcomers, your brand needs to stand out in this initial communication, so spend some time on your email design. This is your chance to make a strong first impression!
Email invites to past event attendees should make them feel seen and cherished. This audience already knows your event style and brand, so you don't have to sell yourself too hard here; it's more about strengthening the bond.
While it's still necessary to include event details, the emphasis should shift away from lengthy explanations about your event. Instead, highlight exciting perks tailored specifically for them, like exclusive ticket discounts, reinforcing the benefits of their continued patronage.
You could even split your email list further to connect more personally with specific audience segments. Say you want more out-of-towners at your conference, highlight packages with hotel rooms, or provide links to nearby accommodations. Better yet, try to nab a discounted room rate and share it in the email!
With the average open rates for emails varying between 15-25%, a catchy subject line determines whether your invitation email campaign will be successful. Your subject line must be impactful, give a sense of urgency, and intrigue the recipient enough to open the email.
Steer clear of clichéd or worn-out expressions like "the most crucial event" or "the ultimate event for." Instead, directly convey to attendees the unique benefits they'll gain from participating. For instance, a captivating subject line like "Discover High-Impact Networking Possibilities at [Event Name]" will grab attention if your event is about networking.
Need more help writing subject lines? Head over to our blog post about crafting event email subject lines that are sure to get noticed!
Think of your subject line as the intriguing hook, while the following content serves as the juicy bait that lures them in. Many email recipients preview their emails - a tiny glimpse into your content before they fully engage with your email. This brief preview must be engaging, captivating, and appealing enough to secure an impressive open rate.
Here's a handy tip: leverage the preview section to add a dash of social proof. For instance, you could highlight renowned attendees already registered or renowned speakers confirmed to participate.
Give this a shot:
[Renowned company or individual 1] and [Renowned company or individual 2] have already confirmed their participation for [event name]. Will we be spotting you there?"
Here’s the necessary information for an effective event invitation email:
Now that you know what to include in your email, you might wonder, "How can I effectively craft such an invitation email?" We've got you covered! Visit our blog post, 5 Ways AI Can Help You Promote Your Next Event, to learn how AI can support you in creating enticing event marketing assets. The post includes a handy ChatGPT prompt to help draft an engaging email invite in minutes. And we have included an invitation email sample for you as well!
Your invite email must feature one unambiguous call to action (CTA). This could be a prompt to sign up for the event or a nudge to visit a landing page for further details.
The CTA needs to be direct and persuasive - a concise "Book Your Seat Today" or "Grab Your Early Bird Pass" can be remarkably effective. It should stand out boldly in the email.
A CTA button can help your call to action pop against your email content. Use a bright color to have the call to action button stand out even more.
Life can be a whirlwind, and folks tend to forget stuff. That's where your friendly email reminders come in!
In the run-up to your event, send off an email to those who still need to register. Maybe they meant to, but it slipped their mind.
And remember to send a couple of follow-ups and reminder emails to those who did register. They'll appreciate the updates.
To measure the success of your email marketing campaign, track the following metrics:
Now that you've got the hang of crafting engaging email invitations, it's natural to ask: "Should I use them for my upcoming business event?"
In short, email invites are a fantastic tool for any successful event, particularly if the event requires advance planning, RSVPs, or ticket purchases. They're a versatile means to convey essential details, set the the event's mood, and kick-start the attendee engagement process, regardless of whether the event is virtual or face-to-face.
While the tone and content of a conference invitation email might vary slightly from a webinar invite, the end goal is the same. They're all about laying the groundwork for meaningful engagement and are a crucial step towards fostering long-term relationships with your audience.
