Event planning guide

Getting Started
Program
Protocol
Invitations
Marketing your event
Photography
Tickets
Catering
Printed Materials
Checklist
Resources

Invitations

Guidelines for invitations

• Send them at least six weeks before your event if possible
• Invitation style should provide guests an idea of the nature of the event, whether casual, formal, academic, athletic, etc.
• The invitation should answer the questions who, what, why, when, where
• If you use the campus logo, it should appear on the invitation appropriately

Creative Services can create custom materials tailored to your event and your audience, including the writing, design, and printing of invitations.

Templates

Public Affairs also offers invitation templates that can be customized for your event using Adobe InDesign and a Macintosh computer.

Content—remember to include

• Names of the official hosts
• Date
• Program start time
• Location
• Directions to the venue
• Map to hotel if relevant
• Parking information
• Rain date and location
• Appropriate dress

Invitation mailing list

• Create a spreadsheet using Excel or similar software

Manage your list and use it as a database with categories such as first name, last name, title, address. This database will be useful in creating nametags, table assignments, etc. If your event is annual, you’ll be able to add and remove names as necessary throughout the year, so it’s always ready to use.

• Ask the guest of honor (if you have one) for input
• Compare the size of your guest list with the size of your venue
• Use campus mail whenever possible to save money
• Consider issuing “courtesy invitations” to people who aren't likely to attend, but would feel honored to be invited

RSVP methods

Printed card response

• Enclosed in the invitation with an envelope; postage is not necessary
• Response deadline of at least one week before the event

Phone response

• Make sure you can handle the increased volume of phone calls
• Someone must be available during business hours to receive the calls
• A voice mailbox may be established that includes a message informing callers that they have reached the appropriate place to leave an acceptance or regret
• Ask respondents to spell their name and their guest’s name

E-mail response

Make sure the e-mail address you provide has room in its inbox for all of the responses.

No response

You can simply estimate the number of attendees. This would be appropriate if you are not serving food, and you are not worried about the size of the crowd.

Acceptances only

• For larger mailings, you may want to hear only from those who are planning to attend, to reduce the number of phone calls, e-mails, or reply mails
• Ask whether guests need a vegetarian meal, but do NOT ask for general food preferences, or you’ll be inundated with special requests

Confirmation cards

Confirmation cards can help ensure attendance and minimize confusion. Consider using them if

• You are planning a small event and seating assignments are crucial
• You are concerned about attendance
• You initially invited someone over the telephone, so that they need a written reminder of the correct date, time, and location
• The date, time, or location of your event has changed
• You need to distribute tickets, parking passes, etc., in advance of your event

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Next step: Media Issues

 

 

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Thanks to Babette Hiles from the Chancellor's Office for providing this information.