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RoyalCoachman Worldwide Limousine Service

5 Invitation Tips to Boost Meeting and Event Attendance

Posted on: October 18th, 2013 by royalcoachmanww No Comments

The most perfect event is nothing without attendees. This often overlooked aspect is in turn part dependent upon how and when your invitation is sent and its content. Subtle changes can have a big effect on your potential attendance; it can be the difference for someone who is merely interested compared to someone who is committed to attend. Here are some tips on how to craft a great invitation to maximize attendance at your next event.

Start a Conversation

By speaking directly to a potential attendee on a personal level you can fire their interest and make them feel important. It will also give them a sense of obligation to attend the event as it’s something personal. You can call, text, or email but however you choose to communicate, it’s important that it’s a personal and personalized message. Ask them to look out for the formal invitation and tell them that you value their attendance.

Build Anticipation

You’ve got to focus on your target audience, who’re most likely weighing your invitation against other similar opportunities. So you’re going to have to build a sense of anticipation and stand out from the crowd. You can use a variety of media to do this but should keep it highly professional and social-network friendly. Remember, a recommendation from a friend will be worth much more to an individual than a suggestion from you.


Ultimately, an attendee will come to your event because it offers them something – you’ve got to explain exactly what this incentive is. You’ve also got to explain what exactly the benefit will be; what they gain and why. This may sound like a tall order but if you break down your event into benefits it should be a really easy sell.

Drop Names

People will want to come and mix with and hear from the best, so make sure you let your attendees know who else will be there. On a more human level, people are social creatures that like the reassurance that others are following the same path as them. Therefore, dropping names will let them know that others have already made the decision to attend and thus validate their own decision.

Track and Chase

You can’t be reactive about your attendees. Make sure that RSVPs are tracked and that guests who’ve not yet replied receive even further incentives, using the methods described above. You can’t afford to sit still and let potential attendees get away, so go and get them with a well targeted follow up.

We can’t guarantee that all your potential attendees will be as excited about your event as you are, but hopefully these 5 short tips will allow you to get the attendance level you deserve. As a ground transportation company we can offer you one major guarantee: if you organize your event transportation with us we’ll support you with an immaculate level of service. How? With a fleet of immaculately maintained vehicles, highly trained staff and a company that is rated inside the top 50 limousine companies in the U.S., we have all the facilities required to deliver. Your event, no matter what size, is important to us and we’d love to be your ground transportation partner, either in our home areas of New York and New Jersey or through our affiliates, worldwide. Call our event support team to find out what immaculate service is like.




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