Confirm the guest list.
Work with your office to determine who you would like to invite. Use your customer relationship management (CRM) tool or a spreadsheet to create the list, including name, email, physical address, relation to the firm, diet restrictions (if the event will have food) and a column to track if you have received an RSVP.
Design and/or order your invitations.
Deciding if you want to go digital or traditional? Here are some pros and cons of each:
Pros: Saves money, speeds up response time, ability to import RSVPs online, can include hyperlink to maps/directions
Cons: Easy to miss amongst email clutter, can create an informal vibe
Pros: Ability to reach everyone (some guests might not have an email address), more personal, creates a lasting memory
Cons: Costly, not environmentally friendly, inability to easily track RSVPs online
Put your publicity plan in motion.
What should be completed:
- Event webpage created
- Press release on website and circulated to all media partners
- Event posted to all community calendars
- Blog post on event topic
- Social media announcement
Figure out how you will track RSVPs.
Whether you send an email invite or a physical invitation, you need to have a way to organize RSVPs. Free online management tools like RSVPify and Eventbrite are available if you don’t want to manually update a spreadsheet.
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