Whether you are giving or receiving an invitation letter to a special event, there is plenty to think about. Charitable organizations that choose to hold a formal affair often invite only honored guests, meaning you should be properly prepared, be it as the guest or hostess.
Receiving An Invitation Letter To A Special Event
If you have received an invitation letter to a special event, first evaluate why you were invited. If it is a charity that you have never supported or been involved with in the past, then chances are they are having a broader sort of occasion - perhaps bringing heightened awareness to their organization and what they're doing, or raising money for a specific purpose. With more open-ended affairs such as these, a charity may invite everyone of a certain demographic within a nearby region.
If you wish to attend this charity function, there are a couple questions you should ask. First, what is the required attire? Some invitations will include the style of dress expected, be it casual all the way up to black tie, but if this is not specified you should contact the charity to see what is recommended.
Secondly, if the invitation does not say what the exact goal and purpose of the event is, you can ask what their intentions are. Are they looking for financial supporters to boost their income for a specific goal or purpose? Perhaps they want to recruit more volunteers for seasonal work that will make a big impact to the local community? Knowing the reason behind the gala will assist you in knowing what to expect. Bring a checkbook if it's a fundraiser and you are able to give. Bring your calendar if you are interested in pitching in and serving at some capacity.
Giving An Invitation
If you work for a charity and need to send out invitations to a special event that is happening soon, there are a few ways to get creative and grab the interest of those who are invited. First, come up with a guest list. Someone higher up than you within the organization may provide this list, but if it is left up to you to design the roster, try to hit one or two specific demographics. The narrower the interest group you invite, the more likely you are to win people over to your organization's goals and cause.
After your guest list is created, start to think about what you want the invitations to look like. If it's a casual event such as a carnival or outdoor barbecue, then you may want to consider brightly colored flyers or glossy full-color postcards that can be mailed out to the surrounding neighborhoods and people of interest. If you are planning a much more formal, black tie affair, then consider formal invitations with vellum and/or foil embossing. You can get these outsourced by a professional printing company, and hire a calligrapher to do the envelopes.
Handwritten envelopes, even coming from a very large organization, show a personal side to the recipients, encouraging them to think of themselves as valued guests. The more personal treatment you can provide from the very first contact, the more likely they are to give to your organization and get excited about what your group is doing.
Design and Production Considerations
An invitation letter often provides a first impression to the public about what your charity is all about and can impact whether or not the event you are advertising will be successful. Be sure to take the time to make your next invitation letter a good one. You may want to form a special committee just to design and produce the invitations. This will take the stress off of those who are providing other areas of service and planning for the event itself, and will ensure excellence.