Planning, hosting and enjoying a great party is a surefire way to build and strengthen friendships. An important but sometimes overlooked factor in the success of a party is the invitation. This article will have you sending enticing invitations -- and welcoming guests happily -- in no time.
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Method 1 of 6: General Guidelines on Invitations
Step 1. Design your invitation according to the theme of the party
For example, an invitation to a disco party could feature a large image of a disco ball. Generally people get the impression immediately after seeing the invitation. First impressions should be informative and happy.
If your party doesn't have a theme, the invitations should reflect the level of formality of the party. If you want a formal event, make a simple style invitation with a plain border, nice lettering, and a short editorial. If your party is casual, make your invitations as lively as you want them to be
Step 2. Include complete information that guests need to know
Usually includes the time and date of the party, location, telephone number that can be contacted, whether or not guests need to confirm. Do guests need to bring anything (food, swimsuit, etc.)? Is the party time constrained?
You can write about the prize if there is one. Will there be prizes for the best costumes? Does it provide beer and wine? Will it serve 50 varieties of cheese from Europe? Give a little sneak peek of the event to pique their interest
Step 3. Pay attention to the level of formality of your party
Formal parties require more formal invitations such as letters. For a casual party, it's at your discretion: phone, email, or social media can be used.
Official events are generally announced early, usually 2 weeks in advance
Step 4. Decide the number of people to invite
There are several things to consider when designing the party capacity and number of guests:
- How big is the room? Can your residence accommodate 10, 50, or 200 people?
- Are your guests allowed to bring friends? How many?
- Do the friends your guests bring need your approval?
- How much food and drink do you provide? Have you taken into account the presence of friends brought by friends?
- If your party is being held at a club, bar, hotel, rental venue, etc., does the landlord limit the number of people that can be accommodated at the venue?
Method 2 of 6: Sending Invitations
Step 1. Make sure to send the invites two or three weeks in advance
Letters sent by post take time to process, send, read and reply.
If sent too early, people may think, "I haven't even thought about tomorrow's breakfast, let alone next month!" If it gets too close, people already have a plan. About 2 weeks is a good time
Step 2. Make sure you have the latest and correct addresses of the invited guests
Wrong address or spelling could result in one good friend being absent! If you are in doubt about a person's address, contact the person to confirm.
Step 3. Decorate your invitations appropriately
Invitations sent out are an opportunity to impress people, but don't overdo it for a casual party; this can be intimidating to guests. You invite them to have fun!
Make sure there's something interesting on the envelope that piques your curiosity. Your invitation is not a letter worth throwing away
Method 3 of 6: Inviting Guests Over the Phone
Step 1. If you don't have the phone number of the person you want to invite, ask them
There's no need to do it clandestinely; just send a message online. If you don't have their online contacts, ask a friend for help who has information.
Step 2. Call at the right time
They'll be less enthusiastic about responding if you call while they're in a meeting or eating.
- Before or after dinner time is a safe time. Generally people are more relaxed between 17.00 or 18.00, or after 19.00. Estimate their dinner time (different culture, different time) and contact them before or after. Calling a week in advance is a good time.
- Avoid calling too late. Call before 21:30 or 22:00. Don't wake people from sleep with the news of a party invitation.
Step 3. Send out the invitation through a generic telephone conversation
Chat with the people you want to invite while sharing your party plans. The way you convey information can encourage people to attend your party!
- Start with general questions. “How are you?”, “How is your job?”, and “How is your family?” is a good opening. Choose the right break or change of topic to talk about your party.
- After telling your party plans, you can also immediately answer any questions your friends may have, and even gauge their enthusiasm by your tone of voice.
Step 4. Make sure guests remember important information about your party
Verbal information is easy to forget, it's also good if some important things are sent via email, SMS, or mail. Verbal information can be displaced by other information that arrives later, even if your guests are genuinely interested in coming to the party.
Confirm their role. Sometimes involving them in an event (such as bringing food) can make them remember and even look forward to when the party arrives
Step 5. If guests can't reassure them right away, arrange a time to contact them again
You don't beg them to come; You just have to make sure the number of people present in order to make the best possible plan.
If after being contacted again, they are still unable to provide certainty, ignore their presence. If they come, fine; if not, not your fault. The party is still held and definitely lively
Method 4 of 6: Sending Invitations Live
Step 1. Approach your guests at the right time
Send out invitations when you meet them. Maybe you do activities alone? If not, set a schedule for activities together or meet up. The less time they have when they meet, the better they will respond to your approach.
Step 2. Let guests choose
Don't invite guests in a way that makes them feel obligated to attend. Your party should be lively and joyful for the guests. If they can't attend, they will feel sorry, not guilty! !
For example, instead of saying "You're coming to my party next week right?", say "Hey *says his name*, I'm having a party next week. It would be great if you could come!”
Step 3. Make sure they have all the information they need
Just like a telephone invitation, information conveyed orally is also easy to forget. Make sure you mention the time and place, the event, and if there are any items they need to bring.
- To avoid guests forgetting about the party information, you can submit invitations. This is very useful as a reminder.
- Alternatively, you can write down the party information on a piece of paper or send an SMS, etc.
Step 4. Chat with your guests
You can pique their interest in attending through a personalized invitation. This will be especially effective in groups. The more enthusiastic and detailed you convey information, the less likely they are to forget and the more attention they pay to you and they become enthusiastic too.
- Describe the mood of your party and how excited you are. You can say “I can't wait; the party must be very lively!” Use tone of voice and body language in conversations to be more reassuring.
- If you're still unsure of the schedule for the party, ask invited guests for advice. They will be more enthusiastic to come if they are involved in your party.
Step 5. Be prepared for the possibility that you may offend some uninvited people but they hear when you invite others
Make sure only those who are invited hear the conversation about this.
If this comes up, tell the people you've invited that you can only invite a few people. Therefore, ask them to keep this invitation a secret. Surely they will feel privileged to be included in the special invitation
Method 5 of 6: Sending Invitations Via Email
Step 1. Create an e-invitation
There are many online services that allow you to create cute and attractive e-invitations. Electronic invitations are an entertaining and free way to invite guests. And keep your guests interested!
- Electronic invitations are sent to the usual e-mail address, only with pictures, sound, and sometimes a short animation. Electronic invitations can be used for semi-formal events if designed properly.
- If you prefer to send a plain email, include important information, additional messages, and pictures if necessary. For additional information, read How to Write an Email To A Friend.
Step 2. Visit a free site that provides invitations via email
Evite, Socializr, and MyPunchBowl are popular choices. Choose the one that best fits the theme and/or feel of your party, and be sure to include all the important details!
There are so many e-invitation sites. If one doesn't suit you, choose another
Step 3. Enter key details like location, date, time etc
Write beautifully, handwritten if necessary. Make your invitations unique and personal; does not always have to be the same as the template. The more time you set aside to make it, the better the results.
Consider including what time the event ends, dress code, food list, etc. Anything you think is useful for guests to get an idea of your party, is welcome
Step 4. Enter the email addresses of your guests
Sometimes it's necessary to use a comma between two email addresses. Some sites can notify you when a message has been read and will keep you updated; take advantage of this facility and choose this facility before sending invitations!
Step 5. Review the invitation and send it through the site
The site will observe the response of your entire guest list and help record confirmations. Of course you still need to send some special messages to some people! Sometimes email can get stuck.
Method 6 of 6: Sending Invitations Via Social Media
Step 1. Choose the social media that your friends and acquaintances use the most
Use the tools that social media provides to create events and send invitations to everyone you want to invite.
For more information on this, please see How to Create an Event on Facebook
Step 2. List all important information
Include a photo or two if you want. The more complete the information, the more people will get an idea of the excitement of your party.
Be creative! Writes, “Hey everyone, come to the party at 7pm Friday!” will not interest them
Step 3. If you can, start with a conversation in the event panel
Answer all comments and questions. That way you start to be a good host before the party starts. Involving guests in planning the party will make them attend and feel part of the party.
Step 4. Pay attention to the number of people invited
Often the number invited through social media and the number attending parties differ greatly. Never use the amount listed on social media as a reference.
- Generally, only a few people confirm arrival but quite a lot who come, especially if the invitation is open and guests come with friends.
- In general, the more people confirming their arrival, the more likely it will have a “snowball” effect for your party, that is, it will be bigger than planned.
Suggestion
- Monitor whether guests will bring friends.
- If you want to impress guests or get confirmation of their arrival, consider preparing a small gift or memento next to the invitation.
Warning
- Emails, messages and SMS are easy to forward. Consider adding “Not to Forward” at the top and bottom. This saves you from running out of food, drink, and other party supplies.
- If your party is large and very festive, consider keeping valuables in a safe place and moving or protecting valuable or expensive furniture.
- If you invite many friends at once on Facebook, you could be marked as a spammer
