Whether you are a seasoned penman (or woman) or a novice, all of the writing requirements for your event need not overwhelm you. However, they do need to be done correctly to give you, your organisation and your event the style and esteem it deserves; whether it is a teambuilding event, tradeshow or corporate dinner. If done correctly, your written correspondence (which will be in various forms) will adhere to expected etiquette and will provide all of the necessary information to ensure that your invitees are as informed as possible.
Allow yourself plenty of time in which to create and despatch the various media. This will allow you and your invitees time to plan ahead and to make allowances for the unexpected, relieving you of unnecessary stress.
Before you can send any invitations or save-the-date cards out, you will need to decide on your event theme and, of course, details like the venue, date and time. The nature of your event will determine its theme to a large degree. For example, a medical seminar will have a very different ambience and purpose than a 21st birthday party. You will also need to decide on your goals and objectives so that these can be conveyed to the prospective guests in good time.
The following written material will be required for your event:
- A printed invitation – hire a professional to design this for you if your budget and event allows so that guests’ first impressions are positive. Ensure that all spelling and grammar is correct and be especially sure that you spell all names correctly.
- An electronic invitation – this should have the same design and details of the printed invite, but may be slightly simpler so that it is easier and smaller to email. Alternatively, create a website (or webpage on your company’s website) and send potential guests the link. These can be sent to those that live far away or are more likely to respond to an invitation in electronic format. It is cheaper and more environmentally friendly than printing.
- A programme / agenda – ensure that all confirmed guests receive a programme and / or agenda as soon as possible so that they may plan what speakers or features they can or cannot attend and can shift their diaries around to ensure that they are free. These items must include accurate times for each presentation, as well as times for when breaks and lunches are scheduled.
- A welcome letter – delegates and guests attending larger events, such as conferences and seminars, appreciate a welcome letter that has added information in its text (including something about how and when guests are expected to depart). This should also include gratitude for their making the time to attend your event and should only be signed by the official event host.
- A menu – even if you will be serving salad rolls between lectures, it is important to include some mention of the food, so that those with dietary requirements or other expectations are prepared.
- A departure note – for a function that lasts for several days, it is advised that you have a small departure note that reminds guests of their accommodation check-out times and their transport details. This should be delivered to their rooms the night before the final day. This handy reminder will no doubt be appreciated by your guests or delegates, making a very positive impression.
The following information should be included in your information or in follow-up reminders so that, by the time of the event, all guests and delegates have it available:
- The venue of the function as well as directions to get there.
- Some information about the venue, particularly if the event will be held over a few days. This may include nearby accommodation, facilities, amenities and activities.
- The dress code, if necessary.
- A brief description of any activities that will be conducted, especially if the delegates or guests are expected to get involved. Include details such as the length of the river cruise or what food will be served after the quad biking, for example.
- Logistical information – this includes flight reservations, event registration, accommodation details, airport transfers, the expected weather conditions, check-in procedures, and so on.
In order to save time and create consistency, a template can be used for all pieces of writing. Choose good quality stationery so that even a simple design is given elegance and class. These are simple, yet very important parts of creating a good image for yourself and your organisation, while keeping your guests informed; the recipe for a successful event.
Photo Courtesy of Santana Graphix
