When you’re planning a virtual event, one of the big questions is: how do we invite our guests to the event? Do you send out an email to people? Do you put something in the mail, do something old fashioned like that? That’s what we’re going to talk about right now.
My name is Sam Pearce. I work with Canada’s biggest brands to create incredible virtual events that connect to their teammates from the comfort of their couches.
A lot of my clients ask me right off the bat, “How does this work? How are we going to invite people to this event?” What we do for them is create custom invitations. It’s all on one sheet. They can either print it out if they really want to, but we strongly encourage them simply to send this out as a PDF file to everybody.
Here’s what the invites look like. So these are customized for each client. Here’s one that we did for Sobey’s. I’m going to blur out some of the details here for privacy sake, but right in the middle, here’s the fun part. We have a QR code. Now these invitations, like I said, they’re customized for each of our clients. So what we do is after we create the online viewing platform, whether that’s a Zoom, hopefully not, or our own platform where we stream live events, we will take that website address and we will transform it into a QR code. This is really easy to do using free online QR code generators. You simply create a QR code and you can piece that right in the middle of your invitation. So all your guests have to do is simply scan that QR code. It takes them right to where they need to go.
Another detail that we have is we list the address down below here. You’ll see right below the date and time. It will be blurred out, but this is where we put the website address, where they can find it and everything else. So all the crucial information is there, but we keep it really simple. We customize this for each of our clients and send them these files, which in turn they send out internally, whether that’s using an online messaging service or through email, whatever works best for that company.
