Digital Event Invitations: Managing Your RSVP's
If you’re hosting a dinner, gala, awards ceremony or evening event, you may want to send out personalised digital invitations, where your guests can RSVP online in response.
Our invitation and RSVP packages are managed by our white label delegate services team, who can be on-hand prior to the event, managing RSVP’s, additions and amendments, all from your branding. Our digital invitation solutions include a fully managed RSVP solution, data cleaning, accommodation and table planning management, personalised invitation codes, bespoke invitations and much more.
Using Digital Event Invitations
Digital event invitations provide a more sophisticated alternative to traditional paper invites - digital event invitations are easier to manage than physical invites in all areas imaginable.
Having a system that enables you to monitor your digital invites gives you ultimate flexibility when it comes to making changes, amendments and adding new guests.
Digital event invitations are particularly useful if the event in question is high profile, and tickets can’t simply be passed on or exchanged. A digital system can use unique invitation codes that can be locked to each individual, ensuring the data protection of your guests.
How It All Works - 3 Simple Steps
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We’ll work with you to design a series of bespoke graphics which can be used on any emails and also on your registration microsite.
Once you’ve created your guest list, we’ll add this data to our system and send out your digital event invitations by email.
We can design your invitations and registration microsite to include any details that you need, such as agendas, dietary requirement and accommodation options.
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Using a white label delegate management system, we’ll monitor any email enquiries that come in and and answer them as an extension of your company.
We’ll work with you to make any additions, amendments, cancellations, swaps, and will also oversee any seating arrangements, accommodation or special requests that come in.
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On the day of the event itself, we can provide you with an onsite check in and badging solution that suits the style of your event.
After the event has finished, we can provide you with a full report that breaks down your attendance statistics.
Keeping it Simple
The great thing about digital invitations and how we work with you to create them, is that it’s totally customisable to your requirements. The process that we’ve just described is only one method and there are several other ways of designing and executing your vision.
For more of a light touch experience, delegates can simply click to RSVP yes or no in their invitation, without having to fill in any data fields. We can still give delegates a support inbox to contact if they need, but this option removes the need for extensive data filling.
Worried about invitations being transferrable? We can lock any information on each booking that’s sent out, so they can’t be changed or transferred without contacting us, or you. This could be names, phone number, email or anything else you require.
Integrating with On-site Badge Printing
Whilst events of this type don’t always need badges, sometimes having a bespoke badge gives that extra personalised touch. A smaller event may wish to have more corporate-style credit card badges that clip onto clothing - less formal events may prefer a recyclable badge that can be self-attached to a lanyard. most clients that we work with for pre-event invitations and rsvps also use our on-site solutions on the day of the event.
This can be anything such as QR scanning with handheld devices, name search check in with iPads or quick and easy self-service kiosks. Take a look at the video below to see our QR scanning services in action!
Case Study - The Hill Supply Chain Awards
The Hill Supply Chain awards was an evening award ceremony and dinner for over 500 people at The Brewery, one of London’s top venues. This client required a full invitation branding and mailing package from us, including:
designing the invitations and allocating access codes to each invitee
managing responses, cancellations, specific requirements, new additions and chasing non-responders
liaising with the event organisers to make any and all changes or amendments
providing an on-site checkin and badging solution at the event itself
creating post event reports to show arrival statistics
We worked with the Hill team to create a series of digital event invitations depending on invite type, such as subcontractor, guest, etc. Each invitee would need to click onto the RSVP option on their invitation - this would then take them to an registration microsite where guests could RSVP yes or no, but also add in information such as dietary requirements and access requirements. This microsite included all sorts of information such as timings, parking and the agenda for the evening. After this, a final confirmation email would be sent out and no more action would be needed from the attendee side.
We used a white label inbox under Hill’s branding, where guests could email any enquiries they had about the event. This included adding team members, changing details, cancelling and swapping tickets. We used our dynamic table planning software to create a detailed seating plan for the event, and also provided an onsite checkin and badging solution on the day.
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Who we are
Event Connections provide exceptional event registration and delegate management services to event, conference and exhibition organisers.
