Event Planning Guide - Invitation Guide

Deciding on invitations is the first thing to do when planning an event, and can also be one of the most creative decisions you will make! Invitations can be as casual or as elaborate as the event itself, and really are the first impression you make on your guests about what kind of event they can expect. If it is a professional event, make the invitation professional by using high-quality card stock, conservative graphics and fonts, and muted colors. If the event is whimsical or entertaining, capture that in the invitation by using bright colors, fun art work, or even printing the invitation on something unexpected like a coaster, single-size vinyl records, or anything else you can think of.

Although email invitation websites are very popular these days, and are simple and free ways to invite guests in very casual situations, most formal or corporate events require a written invitation. There are a few things you need to decide before planning an invitation:

• Decide which date your guests must RSVP by, so you can have accurate numbers with which to place your food and beverage orders

• Decide on your mailing options. Third class mail is generally not acceptable when hosting corporate or formal events. Also make sure to send an invitation to yourself to assure it is being delivered on time and in the manner you have requested

• Decide the maximum number of guests that are allowed to attend per invitation (and make sure you know how many plan to attend when someone RSVP’s)

• Make sure any artwork you are using is camera-ready, and investigate different designs so that you can provide the printer with at least a general idea of what you are looking for

When these issues have been decided, choosing the appropriate wording is essential. Make sure to include the following information on your invitations:

• Number of guests invited
• Event name and description
• Date and time (and schedule of events if applicable)
• Venue (including directions and parking details)
• Dress code
• RSVP address, telephone and fax number (a small RSVP card tucked into the invitation works very well, particularly if a return envelope is included)
• Anything else that might be important:  a ticket order form, details about gifts or donations if applicable, a note about child care if it is being offered, etc.

The staff at Event Solutions can do everything from having your invitations printed to hiring a calligrapher to address the envelopes, and we are happy to accommodate even the most creative request.

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