How to craft the perfect event invitation email | Templates & tips

An event’s success is often determined by who was in attendance.

The secret to hosting a memorable event​—the kind of event people talk about long after it’s ended—is in creating a powerful event marketing strategy to get guests there in the first place.

First, you’ll need to determine who the event is perfect for and how you can reach them. Only then can you entice them to excitedly RSVP.

76% of event marketers say that email marketing is the most targeted channel for increasing attendees. So, your event marketing efforts need to include a strong email campaign.

If you’re ready to unveil your event and build excitement through email marketing, let’s talk about how to create event invitation emails with successful examples to inspire you! 

Top tip: If your list is still looking a bit thin, check out our article on how to build an email list in 11 steps.

To create the perfect event invitation email, you’ll need to perfect a few key elements that will draw your reader in and give them the info they need without overwhelming them. 

Use our checklist to make sure you’ve covered everything. 

Your subject line is the first thing your subscriber will see, so it must be clear and intriguing. 

When you’re creating personalized emails, think about including the subscriber’s name in the subject line or adding an emoji for more personality. 

A subject line should invite your audience to explore what’s inside the email and entice them to click.

Key Takeaway: To write a concise subject line, pack a lot of value while only using a few words. Check out How to Write Click-Worthy Email Subject Lines for some juicy tips. 

Once someone opens your invitation emails, you need to lead with engaging email body content. 

To make your event invitation email stand out, include a clear value proposition. Your subscribers should know exactly what makes your event special and why it can’t be missed after reading your email. 

Key Takeaway: Craft your body content so it summarizes everything your subscriber needs to know before registering for your event.

Without an interesting email design, your event invitation email could seem lackluster. If you’re starting with a blank email, use graphics or photographs as the focal point of your email invitations. 

You can also create branded email invitations in Flodesk by customizing your brand color palette, selecting from specialty fonts, and designing eye-catching graphics using Layouts right within the email builder.

Checklist questions to ask yourself about your email invitation template design:

Key Takeaway: Your email design needs to be as engaging as your written content.

Much like birthday or dinner party event invitations, you’ll want to add a personal touch to show how much you’d like for someone to attend. 

This can include a full list of scheduled events, a recommendation from past attendees, or a personal story. Like any personal invitation, be sure to sign your name at the bottom.

Key Takeaway: Humanize your email invitation by adding a personalized pitch as to why someone should attend your event.

Triple-check your email template to ensure that your event invitations include all the specifics of the event. If your invitees have to reach out for more information or don’t have all the info to decide on attendance, they could end up ignoring it altogether. 

Include event basics such as:

Key takeaway: By including all of the finer details you remove any blockers between your subscriber and the RSVP button.

Need a little inspo? We gathered the best event invitation emails created by Flodesk users to attract attendees to exciting events. 

Boost your event marketing with the following invitation email examples: 

Before you launch a new product or service, you may want to host an educational webinar to prime your audience. Webinars are one of the most common online events for businesses who want to give value before giving further information about their course, book or other offer.

As you create your event invitation email, it’s important to decide whether you’ll host a live webinar or pre-record your presentation. You may also want to offer a recording after the event for those who can’t attend live.

LaShonda Brown recently hosted a webinar that gave a behind-the-scenes look into her quarterly growth on YouTube. Subscribers who are interested in learning more about making passive income will take full advantage of this webinar invite. Before hosting your webinar, try to choose a topic that’s relevant to your offer and fits your expertise.

Launching a new product? Get your subscribers excited with these amazing product launch templates.

Webinar invitation template:

Dear [Recipient’s Name],

We are excited to announce our upcoming webinar event, “[Event Title],” and we would be honored if you could join us. This webinar promises to be an informative and engaging session designed to [briefly describe the purpose/goals of the webinar].

Join us to learn about: 

Our panel of industry-expert speakers includes: 

We look forward to having you!

If you want to host a live class, you can choose any nearby location based on the number of seats you want to sell. In your event announcement email, include the date and time of your live class along with how many spots are still available. This may also urge more people to sign up for your event before it fills up.

To create an effective event invitation email for your live class, don’t forget to create a personalized subject line. Before someone opens your email invitation, they’ll already know it’s a perfect fit for them based on the engaging subject line.

Since Dance From Home offers a variety of in-studio and on-demand dance classes, they need to be specific in their subject lines and segment their list. That way, they’re only sending in-studio event invitations to subscribers who are local to the NYC area.

To learn how to segment your list based on subscriber demographics like location, check out 3 New Ways to Hyper-Personalize Your Email Marketing with Flodesk Forms.

Live class email invitation template:

Hey there, [Recipient’s Name]!

We are thrilled to invite you to our upcoming live class event, “[Class Title].”  Get ready for an unforgettable experience that will leave you grinning from ear to ear! Spots are filling up fast, so register ASAP.

Here are the juicy details you’ve been waiting for:

Will we see you there? 

If you are hosting multiple events at the same time, you could announce all of them in your next event email template. In the future, you may want to create a dedicated email invitation for each event, but you don’t have to wait to send these party invitation emails.

Ira Briones wanted to feature a panel discussion and another live masterclass they’re hosting in one email. To accomplish this, Ira created different call-to-action sections with separate buttons. This is the best way to increase click-through rates without creating confusion.

Email template for multiple events:

Hi [Recipient Name],

Looking for some exciting events to fill up your calendar? We’ve got you covered. 

Join us for a series of extraordinary events that will ignite your imagination and take you on unforgettable journeys. 

Book your spots and save the dates!

If your business is known for hosting multiple events, it might be worth it to create an events directory landing page on your website. Then, you can use email marketing to introduce these upcoming events. A business event invitation email can also serve as a reminder email for people who may have previously heard about your event but forgot to sign up.

Like The Collective Co., you may want to include a link to all upcoming business events in your invitation emails so subscribers know exactly where to find this information. Not only will you drive traffic to your website, but you’ll also increase event registrations.

Corporate event email invitation template:

Dear [Recipient’s Name],

Get ready to soar to new heights! At [Company Name], we believe in the power of innovation and collaboration. We’re excited to invite you to our [Event Series Name] for an opportunity to tap into new insights and cultivate a culture of excellence within your organization.

Please note that spaces are limited, so we encourage you to secure your spots early to ensure participation. Further details and registration information will be shared closer to the event dates.

A panel discussion is an exciting event where event attendees can hear from a diverse group of people. In this type of event invitation email, you’ll be able to share what your subscribers can gain from listening to multiple perspectives.

To celebrate Disability Pride Month, Natalie Franke collaborated with other business owners to host a panel discussion on small business ownership and disability. This provided a great educational opportunity for subscribers who want to learn more about this subject. It’s even better to show a photo of the panelists and include their titles so your audience understands why they were selected to speak.

Panel discussion invitation template:

Hey [Recipient’s Name]—join the conversation!

You won’t want to miss this thought-provoking panel discussion on [Topic]. This engaging event will bring together industry experts, thought leaders, and visionaries to explore key insights, share diverse perspectives, and chart a path toward innovation.

Our esteemed panelists include:

Join us to discuss emerging trends and exchange ideas on critical questions!

Much like a webinar, a masterclass is typically offered as a way to build stronger relationships with your email subscribers. Some free masterclasses lead to a paid offer, while others are simply used for audience building.

If growing your email list with quality leads is one of your top priorities, you may want to host a free masterclass. When creating your event invitation email, be sure to include the date and time of the masterclass along with an interesting title that makes people want to sign up.

To inform attendees of her upcoming masterclass, Ashley Beaudin sent an event invitation email to her list. It included event details like who it was a fit for and exactly what she’d be covering in the masterclass. Be sure to include similar information and set expectations in your event invitation.

Masterclass invitation email template: 

Dear [Recipient’s Name],

Have you heard about our upcoming free masterclass, “[Masterclass Title]?” This transformative session is designed to empower you with valuable knowledge and skills that can propel your personal and professional growth.

During this masterclass, you will:

To secure your seat for this free masterclass, simply click on the registration link below:

No matter where your business is located, you can host a virtual meetup for subscribers to attend from anywhere in the world. With a virtual meetup invite, even the most casual pajamas can pass the dress code. 

Virtual meetups are a great way for your community members to meet you and form relationships with each other. In your email invitations, it’s best to include which topics you’ll discuss or any activities you’ll do together. Virtual meetups work best when everyone who attends has a shared interest.

During a COVID-19 quarantine, Justine Hwang was inspired to host a virtual meetup where attendees could practice their lettering skills while using their voices for social change. As you craft your announcement email template, be sure to design it for mobile users and use eye-catching graphics like Justine.

Virtual meetup email template: 

[Recipient’s Name], you won’t want to miss this! 

We are thrilled to invite you to our upcoming virtual meetup, “[Meetup Title].” This interactive event is a fantastic opportunity to connect with like-minded individuals, share knowledge, and foster meaningful connections in a vibrant online community.

When you send event invitation emails under a company name, it’s crucial for them to feel personalized and genuine. This is especially important when you are inviting subscribers to sign up for a retreat.

Whether it’s an in-person retreat or hosted online, your event invitation must capture the attention of potential attendees and give them a reason to sign up. If it’s a multiple-day event, create an event invitation that describes the exciting details of each day. 

What sounds dreamier than a visual journaling retreat in the beautiful hills of France? When hosting an in-person retreat, Meera Lee Patel opened up event registrations to her subscribers first. To make your event invitation feel more personal, follow Meera’s great example and write the email as if you were drafting a letter to a friend.

Retreat invitation template: 

Dear [Recipient’s Name], 

Escape the hustle and bustle of everyday life and embark on a rejuvenating journey with us at our upcoming retreat, “[Retreat Title].” This immersive experience is designed to nourish your mind, body, and soul, allowing you to recharge, reflect, and discover inner peace.

During this retreat, you will:

We encourage you to share this invitation with friends, family, or colleagues who may also benefit from this soul-nourishing experience.

To reward subscribers for staying subscribed to your email list, why not offer them the opportunity to register for your event early?

Sending an early-bird registration email will make your subscribers feel like they have early access to your best events. You could even offer a special early-bird rate for the first set of people who register for your upcoming event.

By collecting early-bird registrations, you’ll be able to gauge your audience’s interest in your event. Indy’s Black Ballerinas did this when inviting people to sign up for the next round of classes in their enrichment program. With a simple event invitation and a clickable sign-up link, they enticed more subscribers to register for their program.

Early-bird registration email template:

Dear [Recipient’s Name],

We are delighted to announce that early-bird registration is now open for our highly anticipated [Event Name]. Seize this opportunity to secure your spot at a discounted rate and be part of an extraordinary experience like no other.

The early bird offer ends [End Date]—don’t miss out!

Instead of hosting a one-time event, what if you want to host weekly workshops? No matter what niche you’re in, workshops provide an opportunity for your audience to gain clarity and learn something new while taking action on something.

By completing a series of exercises, activities, and prompts, your workshop may inspire attendees to invest in your high-ticket offer. Think of workshops as an affordable way to give a small taste of what it’s like to work with you. Usually held in a group setting, workshops also help attendees make long-lasting connections with one another.

To inspire self-reflection and build community, Amber Rae hosted a live 10-week workshop series to help participants explore their creativity in a safe space. Instead of trying to sell as many spots as possible, you may want to follow Amber’s example and spend more time cultivating an intimate community instead.

Workshop event invitation template:

Hey friend, 

We couldn’t wait any longer to tell you about our [weekly/monthly] workshops designed to empower you with valuable knowledge and skills in [Topic/Skill]. 

Throughout the series we’ll work on:

Please register using the link below for more information and details coming soon…

There’s power in gathering a group of people who are working toward common goals. Much like a workshop, a live cohort allows attendees to learn alongside other individuals. Functioning like a study group, a live cohort combines the best of personal growth and team collaboration.

While cohorts are often paid events, you may want to offer a limited number of seats for free like Dubsado. By hosting a live study group, Dubsado has been able to re-engage existing customers while teaching new customers how to use their tool. Inspired by this invitation email example, you can include an online community, live videos and extra content to add even more value.

Cohort invitation email template:

Dear [Recipient’s Name],

Looking for a like-minded community to dive deeper into [Topic/Interest]? We’re thrilled to invite you to our exclusive cohort, [Cohort Name] where you can gain access to valuable tools and resources and engage in meaningful discussions and brainstorming sessions. 

Ready to propel your growth?

To increase event attendance, you may want to include a giveaway when you unveil the event name inside your next event invitation email. What better way to encourage email subscribers to sign up for your upcoming event than to enter them in a drawing for great prizes and freebies?

During her Instagram Live interview series, RuthAnn of R Artspace decided to give away a free Canva template from her shop to one winner. This is a smart way to increase event registrations without adding more work to her plate since she’s giving away an existing product. What kind of giveaway could you host for your next event?

Event giveaway email template:

[Recipient’s Name], I have for you! 

As a valued member of our community, we are delighted to invite you to participate in our Event Giveaway. It’s your chance to win incredible prizes and make your event experience even more memorable.

Here’s how you can enter the giveaway: 

May the odds be ever in your favor! 

Have you been asked to be a part of a live summit? Live summits can help you grow your email list and increase your reach. During this major business event, you’ll want to send an event invitation email to invite subscribers to sign up for the live summit.

By taking part in a live summit, Gabby Pinkerton was able to increase event registrations by highlighting all of the summit speakers. You might also want to include a full schedule of the upcoming events so your subscribers can determine which presentations they want to attend.

Live summit event invitation template:

Hey there [Recipient’s Name],

We are excited to extend an exclusive invitation to our upcoming Live Summit, “[Summit Name].” This transformative event will bring together industry leaders, visionaries, and changemakers for a day of inspiration, learning, and networking.

Date: [Summit Date]

Time: [Summit Time]

Location: [Virtual Platform/Physical Venue]

See you there! 

Ready to start sending out those invitations? Regardless of the type of event you’re hosting, your invitation email should get your subscribers excited. Remember a few key tips: 

With Flodesk you can easily design a show-stopping event invitation email that’s on-brand and inspiring — get started with a free 30-day trial! 

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