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INVITATIONS: The Art of Inviting & How to Get Everyone To Turn Up

I have hosted and organized over 600 functions, but I still get nervous putting together a party for myself.  The reason? Just like everyone else, I never know who will actually turn up – will I end up with a half full room and face the sudden realization that no-one likes me and I really don’t have any friends? 

Ninety percent of the time I see that same fear in the eyes of every birthday boy/girl or function host as they begin the night in their best dress/shirt waiting for that first guest to arrive.  But there are usually a few common reasons why guests don’t turn up, and it’s not always because they don’t like you.  Some of the most common include:

-          Not enough notice

-          Forgot it was on that night

-          Other commitments

-          Unsure if it was going to be a good night

-          Too tired

So how do you overcome these problems?

Send your invitations out early – give yourself approx 2 months notice or at least a month so guests can clear their calendar and keep the night free. A follow up reminder via Facebook, a text message or a Facebook event closer to the date helps remind those who may have forgotten.

Bear in mind your deadlines for placing your food orders and other per head payments the venue may require.  Ensure your invitations and RSVPs allow you sufficient time to gauge the correct numbers so you don’t over order or under-cater.  Face book events can help you gauge numbers and you can follow up on the maybes personally. 

Identify what else is on that night – know what events or parties you are competing with for attendance.   I have noticed that during 21^st birthdays in September, it is common for guests to “Stop-in” on the way to another party, therefore numbers fluctuate throughout the night as guests leave and arrive.  A group of 80 can drop to 30 in less than 20 minutes. 

So once you identify the competition, you then have two options – choose a different date, or make your party more enticing than the competition.

So what is going to make your party more appealing and attractive than the others? 

It helps if you include on your invitation “bar tab for early arrivers” or “cocktails on arrival” as it will get guests to your party early rather than have half your party arriving “fashionably late” at the half way mark, or perhaps not at all. 

Maybe a special entertainer (DJ, belly dancer, fire twirler… the more unique the better), or a unique venue that your guests will be eager to visit.  (In the case of the latter, include images or a web link on the invitations to whet their appetite).

It helps to think of your invitation as a marketing tool to sell your party – tempt your guests with what the night may hold in store.

Whatever you do, DO NOT send out your invitations until you’ve selected and locked in a venue with a deposit.  Sounds like common sense but it happens all the time.

Conversation example:

“Hi, I’d like to book your venue for Oct 10^th”

Sorry, someone just booked it yesterday

“But I’ve already sent out the invitations!!!”

Sorry… Why did you do that?

“Because you said it was available”

That was two weeks ago and you didn’t confirm that you wanted to book the date and you didn’t pay the deposit.

“But I’ve already sent out the invitations…….”