Generally, business events (such as an international conference, seminar, or informal party for a particular industry) are organized with the intention to appeal to participants conducting businesses within that industry as well as sponsors who gain mileage out of publicizing their products during the event.
However, getting people interested in your business event might seem tedious, but this is a non-negotiable part of organizing a successful event – if you cannot get enough people interested enough to attend, you may have trouble getting traffic to your events – which also translates to not making money either. Thus, the most important step of attracting attendees to your event is to send out high quality business event invitations. A quality invitation makes it clear why the event is worth going to, while also highlighting that the business is trustworthy, encouraging invitees to take action and respond positively.
It is important to keep in mind, that while a letter of invitation for a business event is a professional and formal letter and is written to invite clients, customers and business partners, the tone of the letter has to be soft and polite, each should begin on a well and end with asking the recipient to confirm their attendance to the event.
In order to rein the attention of the invitees the following components should also be included;
- An Interesting Subject Line
An engaging and interesting subject line is the heart and soul of any kind of invitation – it helps to pull your reader in and is especially important because it tells the reader what to expect, offers interesting information and has a sense of urgency that propels the reader to act.
It is also important to Personalize the subject line and Include a short sentence that clearly states what your event is about.
- The Reason For the Event
Most Business owners (like those you are likely trying to attract are likely to skim over the invite in a somewhat haphazard manner – thus, It’s your job to articulate the point of your event as early on in the email as possible while also hinting at the benefits with a couple of follow up sentences to support your information
- Include An Official Logo/Letter Head
While this sounds a little like no-brainer, an official letter head/logo will help to reinforce who the invitation is from, giving the invitation even more credibility. And nothing quite says ‘official’ like a company logo and a letterhead.
- The Highlights Of Entertainment
Whether it is a special speaker at the event, or a 7-course dinner, state clearly that there are other interests for which the invitee might consider attending; while it may not be the central focus of the event, it will certainly serve to motivate the attendees.
- A Call To Action
The invite should be rounded up with encouragement to take immediate action, and either respond to the invite or register for the event. A particularly effective method would be to include the call to action, in multiple places on the invite, giving the invitee numerous opportunities to take action.
SAMPLE OF A BUSINESS EVENT INVITATION
*Take note that the invitation could either be inform of an email, e-invite or letter.
Dear Ms. Jane:
It is a great pleasure to invite you for (event). It is scheduled to hold on the (date) at (time) at (Venue) – The event is specifically put together for our business partners and high profile clients as a means for (main reason for the event) and for (other reasons).
The event will start with (details of the program) and will progress to (highlights of entertainment) – we hope to accomplish (purpose for choosing specific entertainment).
This event will also provide an opportunity for networking and interacting colleagues in media industry and your presence will absolutely take the event to a different heights and it will be an encouragement for all of use.
Please confirm your attendance latest by (Deadline) by contacting Laura on (contact) to give your confirmation.
We look forward to seeing you at the event.