Professional invitation management
Organisation and management of the entire invitation process
Our invitation service is part of our 360-degree participant management. We take care of the design and dispatch of your event invitations, check the responses and synchronise participant lists. Our invitation management is a customised service that enables you to have the invitation process professionally managed, thereby freeing up internal company capacities.
Our invitation management at a glance:
- Specialised in invitations for business events
- Design of event invitation cards
- Writing letters of invitation for events
- Multi-stage dispatch by post or e-mail
- Recording and synchronising responses
Business event invitations
Event invitations tailored to your target group
Networking event invitation
Especially for networking events such as conferences, meetings or trade fairs, we integrate the most important information, e.g. agenda or speaker list, into the invitation.
Team event invitation
For team events, we offer event invitations with a motivational factor. We integrate emotional images and teaser videos that promote team spirit even before the event.
Exclusive event invitation
We offer premium invitations for exclusive events and VIP events: Particularly classy invitation cards, personalised cover letters and telephone support if required.
Sales event invitation
In event invitations for sales events, we already integrate the product highlights and provide a first "preview" of the upcoming event.
Professional event invitation: 1. invitation cards - digital or analogue
Invitation cards are pure marketing - with a good event invitation, you generate the right attention in advance, increase the number of participants and get your guests in the mood for the upcoming event. This makes it all the more important to create professional invitation cards that are suitable for the respective target group. We offer two different types of event invitation cards: Digital, in the form of attractively designed emails or web forms, and analogue invitations, i.e. in print form. Both types offer different advantages and applications. Digital event invitations are ideal for integrating media content such as videos and presenting information in a compact format. High-quality print invitations, on the other hand, are particularly suitable as premium invitations with a special touch. In either case, we ensure that the invitation cards are attractively designed - whether digital or analogue.
- Professional design of invitation cards to suit your target group
- Digital event invitations including media content
- High-quality print invitation cards for exclusive events
Professional event invitation: 2. online check-in
Our event invitations usually contain a link or QR code. Your guests can register for the upcoming event on the website provided. This online check-in is conveniently designed and makes it possible to check acceptances and record participant data in real time. We offer our own invitation management tool with administration by us. This reduces your administrative workload and you can be sure that all processes run smoothly. On request, we can provide you with personalised access to the invitation management tool if you wish to maintain content or view data yourself.
- Convenient online check-in already integrated in the event invitation
- Own invitation management tool including administration by us
- Export and provision of participant lists
Professional event invitation: 3. multi-stage invitations & follow-up
Sometimes an event invitation is overlooked or forgotten. To avoid this and to create additional anticipation for the event, we offer a multi-stage invitation process. Firstly, we work with you to develop a timeline and an invitation concept. For example, should only invitees who have not yet responded receive a further invitation? Or do you want to reveal a little more about the event with each invitation? We also handle direct enquiries by e-mail or telephone. To round off the event afterwards, we can create follow-ups on request that summarise the most important information in compact form and remind you of the event.
- Invitation process with timeline and customised invitation concept
- Reminder invitations by e-mail or telephone
- Follow-ups after the event
A well thought-out invitation process right from the start
We rely on invitation management that provides a comprehensive service right from the start and not just software. Our invitation processes are well thought out and address the right questions: Which event invitation is right for your event? What should invitation cards and invitation letters look like? How can the response rate be maximised? Our customised service provides the right answers and organises everything to do with event invitations for you!
- Our invitation management: a customised service for you
- Holistic invitation process focussed on your target group
- Comprehensive support with a personal contact person
Our invitation management tool
We use our own web-based invitation software to send out e-mail invitations, record registration data and create participant lists. In our experience, many customers are overwhelmed by having to manage their own invitation software because they don't have the time to deal with it in depth. This is why we usually take over the administration of our invitation management tool for our customers. We are very familiar with the tool and can also give you an introduction on request so that you can manage the tool yourself. We also guarantee maximum data security with our invitation management tool, as all participant data is stored in encrypted form on German servers.
- Proprietary invitation software for the entire invitation process
- Administration by us as standard; self-administration also possible on request
- Maximum data security thanks to modern server structure in Germany
Frequently Asked Questions
What Makes a Good Event Invitation Card?
A good invitation card is customised to the target group. It is designed accordingly and ideally has an eye-catching effect. The invitation text is just as important as the design of the invitation card. Depending on the event format, important information such as location, speaker list, network partners, etc. should already be conveyed here. If the design and content create an arc of suspense and generate anticipation for the event, the event invitation is perfect!
What Are Premium Invitations?
Premium invitations are the means of choice for inviting people to an exclusive event in style. Special papers, with embossing or in an unusual format. Many things are possible here. Premium invitations are a marketing tool with which you can impress in advance and thereby attract additional attention.
How Does the Online Check-In of Our Event Invitations Work?
Our event invitations are sent either by post or by e-mail. A printed invitation card from us contains a QR code for scanning, which directs you to the website for online check-in. The check-in form is already integrated in an e-mail. Participants can then use the check-in form to register for the event. The participant data is recorded in real time and can be exported as Excel lists.
How Do I Receive the Attendees' Registration Data?
In our invitation management tool, all participant data is recorded in real time and stored in a database. As soon as you require participant lists, we prepare an export and send it to you in the form of an Excel spreadsheet. You can also export the data from our online tool yourself. In this case, we will instruct you in the correct operation in advance so that you are confident in using our online tool.
Do You also Take Care of Data Synchronisation?
Yes, we also synchronise the participant data with our invitation management system. We also offer customised reminders and comprehensive support for your participants.