How To Solve Event Planning Problems With Invitations

Brian
July 10, 2014

Some of the most common event planning problems include knowing how many guests to allocate seating and space for, how much food to prepare, and how to get the word out about your event. Fortunately, event invitations can help solve all of these problems. The following details how to solve these common event planning problems with invitations.

Invitations get the word out

Whether you’re planning a wedding or a nonprofit fundraiser, event invitations are your best tools for getting the word out. Invitations are more personal in nature than posters and flyers, and they can be packaged in envelopes alongside response cards (more on that in a moment). You can pen personal notes to your most important guests on invitations to help boost your guest list with the people you’d most like to attend.

Best of all, invitations are easy to produce – you don’t even have to design your own, if you use PsPrint’s online invitation designer – and cheap to print and mail. When you’re busy planning your event, you don’t want to hassle with addressing, stamping and going to the post office, so you can have your invitation printing company handle all of those things for you. All you have to do is provide a mailing list of your guests.

Invitations help plan

As noted, invitations are excellent tools for generating response. Though getting RSVPs seems to get trickier every year, there are a few things you can do with invitations to motivate guests to respond so you can plan appropriately. For example, if you want to know how much food to prepare, include a response card that offers guests a choice between meals (or meat options), and then makes it clear that the card must be returned in order for a meal to be provided. If you do not receive the card, the guest won’t eat at your event.

Similarly, you can use response cards to let guests know seats will be pre-determined for efficiency; thus, if they want to sit next to the people coming with them they need to respond with the number in their party so you can allocate a grouping of seats together.

The bottom line: imploring guests to RSVP for your benefit alone isn’t as effective as asking guests to RSVP for their benefit. If you have a question that needs answered, use invitations to position the answer as a benefit to your guests, and they’ll be far more likely to respond so you can plan accordingly.

Still, despite your best efforts you’ll never receive perfect response rates; thus, it’s a good idea to prepare a little more food and leave a little more space than you expect. These practices will help your event run seamlessly and keep nearly everyone happy and enthusiastic on your big day.

How else can invitations solve common event planning problems?

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About Brian Morris

Brian Morris serves in various capacities as a freelance writer, content developer and public relations specialist for growing small businesses. When he’s not writing, he can be found on the racquetball court - usually getting his tail kicked by guys 20 years older.

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