How to Write an Email Invitation to Attract Hundreds of Attendees to Your Event
How to Write an Email Invitation to Attract Hundreds of Attendees to Your Event
So, you’ve worked hard and put together an unbelievable event. And whether it is hybrid, virtual, or in-person the next step is to bring in people. That’s who your event is for, isn’t it?
Out of the many ways to invite attendees, email still remains the most popular. In fact, most virtual event companies will vouch for its popularity. But why?
- Emails can be tracked and you can use these insights into designing better email campaigns for the future.
- People still check their emails a lot. And if you’re a top brand, chances are that you have an excellent email open rate of above 30 percent.
- Emails are very conversational and personalizable. They give your audience the feeling that you are talking to them. And now that virtual events aren’t limited to COVID times, nobody minds a conversation.
Components of your email
Now that you know why email, it is important to know the crucial components of an email that can help you push your click and open rates higher.
- It may seem laughable, but the sender’s address plays a big role in the click rates of emails. Nobody wants to open an email that comes from a generic email address. Try to personalize it with your event’s name.
- Nearly 5 in 10 readers will decide whether to open an email based on its subject line. So, invest in a short, compelling subject line that plays into the reader’s mind. For instance, “Grow Your Business 5X by 2023 at {event name}”
- Remember, a personalized greeting can go a long way. Use tracking metrics to design a cute introduction for a few of your clients. Everybody loves emails that are special. Most good virtual event platforms such as Almond Virtex, Eventcube, Airmeet, Hubilo provide integration with your email marketing software to make this simpler.
- Use different emails for different lists. Again dig into your analytics to see who’s done what in the past. Find email lists of people who have an interest in your industry and read blogs/articles about it. Send them industry-specific emails that you know will get their attention.
- The body of your email should be short and include information about your event in an organized manner.
- The value of a good email signature is quite underestimated. Make use of titles, awards that your company may have won, etc.
Here are a few other things to keep in mind when designing your invitation for events online.
1. Tell them why they should come to your event
People respond better to ‘why’. So, give them a list of benefits. It could be rewards, discounts, or better business growth- list it all out.
2. Don’t forget your call-to-action (CTA)
Every reader will need to interact with your email in some way. Is it buying a ticket, an RSVP, or going to the landing page to register? Make it clear and use a button that stands out.
3. Make it visually appealing
We love visuals. So, include graphics and visual aids wherever you can. Pictures, graphs, banners, timelines, embedded video clips- the list goes on.
4. Keep it simple
Nobody has the time to read verbose emails. So, keep your content to the point and instead present it in a visually appealing way. That way, even if you are saying a lot, you have the advantage of using a visual aid.
Why should people add virtual event components to their in-person events?
Why Should People Add Virtual Event Components To Their In-Person Events?
Conferences are great. They bring people together, showcase some of the best that the industry has to offer, and can build up to a positive brand image. And when you make them virtual, they can do a lot more!
Hybrid event platforms are probably the fastest-rising business model in tech right now. Marketers want to host hybrid events. They look forward to blending in-person and virtual elements and making the most of both worlds.
While in-person events have their own charm, adding virtual elements to them can be a game-changer for most businesses.
You can save money
Budget is always among the top priorities for any event marketer. And if there is a way for you to achieve your event goals and more without having to expand your budget, you’re not going to refuse. Adding virtual sections to your in-person event can do just that. You can reach a wider audience, provide breathtaking experiences, engage with your audience, track their behaviors, and do much more without having to spend an exorbitant amount of money.
You have more flexibility
Imagine that you’re hosting an in-person event and the venue is suddenly unavailable. It would be prudent to have a backup but in case you don’t, can you imagine the struggle of looking for a new venue? On the other hand, if you decide to switch to a virtual platform and work with a virtual event company, you have the flexibility of choosing the date, time, geography, size, budget, etc. In other words, you have more control over your event.
You have more engagement options at your disposal
While the personal connection of in-person events cannot be effectively replaced, virtual events are a slightly better option if you’re looking to engage with a large group of people at the same time. The best virtual platforms, such as Almond Virtex, Hubilo, Eventcube, Airmeet, Hopin provide different options to engage every attendee. From games to quizzes, and chats to live polls, a lot is available to event marketers through a virtual setup.
With the rising popularity of hybrid events, platforms also provide the capability to connect in-person audiences with virtual audiences.
You can track your event performance better
Most certainly.
Good event technology comes with robust analytics mechanisms that provide very meaningful insights to businesses. They can use this data to drive their objectives for future events or take market-related decisions.
Now that you understand why business can benefit by adding virtual components to their in-person events, let’s look at a few events that you can convert to hybrid ones.
- Conferences where you have several speakers and attendees.
- Trade shows and expos where you need to dislay a large selection of products. You can make use of the customization that platforms offer to make your own booths.
- Award ceremonies that also have performances and family involvement.
In all honesty, any event can have virtual elements to it. And with so many companies doing it, it is time to experiment with hybrid event platforms.
Who knows? You might end up hosting the best event of your life.
Features Of A Virtual Trade Show Platform
Features Of A Virtual Trade Show Platform
As businesses get used to events online, they must also find unique ways to generate more revenue through them. And, with the right partner, it is possible for companies of all sizes to host virtual trade shows and other events and watch leads being generated.
So, how does all of this work? It starts with finding the most appropriate platform. Choosing from a list of providers who offer several features can prove quite confusing. Luckily, we have a list of useful features for you that you should pay particular attention to.
Features Of A Virtual Trade Show Platform
1. Good visuals
Imagine you walk into a traditional trade show. What you will likely find is a large number of booths dedicated to different brands. Each brand will make its best attempt to stand out with bright visuals and colors. Once you’re in the booth, it’s the task of the experts and the product marketers to interact with you.
Your virtual trade show platform should be able to replicate almost all of this. If you’re able to pull off a lifelike experience with the attendees walking into the ‘venue’, registering at the lounge, and entering the event arena, that’s going to create a lasting impression.
2. Customizability
While you might miss the intimacy of in-person trade shows, what you won’t miss is the pain of setting up booths, getting banners and posters printed, and the other logistical issues.
When you go virtual, you can skip the cumbersome process of getting your booth ready. If you choose a good virtual event platform like Virtex, you can choose from a variety of pre-loaded designs or make your own.
In fact, everything related to your event can be customized- right from your venue to your advertising banners, and everything in between.
3. Mobile friendliness
It goes without saying that you are likely to miss out on loads of potential business if your virtual event platform does not support mobile users. Several of your attendees might be on the go and choose to attend your trade show on their mobile device. So, your virtual trade show platform must also have a mobile app and it must be quick and able to support streaming, webinars, etc.
4. Networking features
We have spoken about this feature several times before and rate it very highly on a virtual event platform. One of the biggest advantages of in-person events is the ability to make connections and build a network. While it is much harder to replicate virtually, a common blunder to overcome in your next virtual show is assuming that your audience is listening all the time.
A good virtual event platform offers you several tools to create an atmosphere of networking among participants, speakers, and attendees. Live chats, Q&A rooms, one-on-one sessions with speakers are a few features that are a must.
5. Good analytics
While audience engagement is a great metric to assess the success of your event, you do need more. Post event analytics give you crucial insights into the behaviours of your audience and help you plan your next course of action. In fact, we’d say that they are the bridge between finishing a huge event and getting your sales teams ready for follow-up.
How Can Hybrid Events Transform The Events Industry?
How Can Hybrid Events Transform The Events Industry?
By now we have come to terms with conducting events online. From job fairs to cookery classes, we have seen so many virtual events in the last two years. However, 2022 brings with it a ray of fresh hope being spearheaded by in-person events.
Although most companies are excited to meet and network physically, they are unwilling to let go of the virtual elements of an event. Never before has technology been able to make event planning this flexible, accommodating, and adaptable. And this trend is likely to dominate in 2022.
We will go one step further and predict that hybrid events might just transform the events industry. So, buckle in because we are going to show you why and highlight a few ways to promote and market your next hybrid event.
1. Reach beyond geographical boundaries
Businesses are no longer restricted by geography. A follower of a business is very likely to attend its next conference (virtually) even if she is not physically present thanks to the live streaming facility offered by hybrid event platforms. This is a huge jump for businesses eyeing expansion into other regions or markets and can potentially result in enormous growth and revenue generation.
2. Move into online avatars
Several businesses are ramping up their online presence in preparation for the future. Though physical events offer that personal touch, several attendees prefer the convenience of hybrid events. To appeal to this digitally-driven audience, businesses, in addition to hosting online events are also developing interactive websites and mobile apps, engaging in conversational marketing, and generating buzz on social media.
3. New online marketing collateral
Hybrid events make for excellent marketing material. Unlike physical events which can be forgotten, hybrid events can stay on for as long as the business would like. A good video editing team can cut sections of events and upload them to a cloud or on your website and these videos/montages can be made available free of charge or for a fee. They can also be repurposed as courses, discourses, and much more. And businesses have not just warmed up to this idea, they have been making good use of it too.
4. Profitability
Businesses often charge attendees a fee for in-person events to cover overhead costs. These costs, which run into massive amounts, can also eat into a business’s profits. Smarter businesses have understood that hybrid events serve the same purpose but at a fraction of the cost. As a result, they have organized hugely successful, profitable events while making their sponsors and attendees happy.
The event technology revolution
Hybrid events have also spawned the birth of several virtual and hybrid event platforms like Virtex that operate on various business models. This in turn has brought about several technological improvements in the events industry and has created the need for talent. Some of these firms have managed to crack huge funding opportunities while pulling off astonishing feats in event management.
The events industry is transforming already and will continue to cash in on the growing dependence of companies on technology for better reach, digital presence, and profitability.
Ways to promote and market your next hybrid event
You don’t necessarily have to run on a hybrid strategy here. Offline marketing is expensive so you can reduce your costs by using digital marketing tools offered by platforms like Virtex.
- Google Ads campaign: Create a quick ad campaign on Google and run it extensively on both the search and display network of Google.
- Social media campaigns: Depending on where your target audience is, choose a few social media platforms and boost your event.
- Website: Create a separate landing page for the event and direct your visitors to it whenever they click on an ad or an event post on social media.
