‘Tis the season for events! Holiday parties, galas, fundraisers – you name it, it’s happening this time of year. Building the invite list for whatever the occasion can feel daunting, but not to worry. The tips below will help you breeze right through it. 

Divide and conquer

Delegation can sometimes seem like a four-letter word, but to ensure the invite list is thorough (and to lighten your load!), you must divide and conquer. Select a trusted partner who understands all aspects of the event, especially the audience you’re after, and have them assist you in gathering names and contact information. 

Process of elimination

While you would love to invite everyone, that’s just not possible. The venue has a capacity and you have a catering budget, so some folks are going to have to be left off the list. Work with the trusted partner mentioned above to help whittle down who to invite and who not to invite. Then, categorize invitees into three categories – must-haves, nice-to-haves and optional. After that, review those in the optional section and decide who can be removed altogether. In the end, the entire optional list may be eliminated depending on space and budget. And when deciding how many to invite, keep in mind that if you are hosting a free event, you’re likely to have several no-shows.

Organization is key

To avoid chaos at the event check-in table, keep the invite list organized from start (as in when it is first created) to finish. Track RSVPs after invitations are distributed, and have a list of those you expect to be ready to go at the entrance. And because you’re sure to encounter those who show up but did not RSVP, it’s important to have a list of everyone who received an invite.  

Have an event on the horizon? Want to pass off planning to the experts? The Obsidian team is here to help. Reach out to learn more.