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The Complete Recipe for an Event Invitation

What Do Your Guests Need to Know?

Monday, September 9, 2019 written by Leanna Read and photographed by Mika Miller

Managing your guests’ expectations is a key ingredient to a trouble-free event. Starting with your “Save the Date” or official invitation, effective communication will ensure a sweeter experience for everyone.

Ideally, invitations should be sent early enough to receive RSVP’s for an estimated headcount before catering and other venue details are finalized.

Here is a invitation recipe of six simple ingredients:

Event Invitations

Prep time: 2+ months in advance (recommended)

Format: digital or hard copy

You will need:

Detailed schedule

Venue location

Dress standard

Check-in process

Menu & beverages


Event guests serve from the buffet


1. Include expected arrival and departure times as well as any set times for food service and entertainment.
2. Include the address, directions for special circumstances, and parking considerations.
3. Indicate smart casual, formal, business suit, or ‘anything goes’. Will weather be an issue? Mention if umbrellas, coats, or sunscreen will be needed for an outdoor event.
4. Let your guests know if they need to show a ticket or ID. If the location has several entrances, specify where to enter for your event.
5. Should your guests eat before they come or expect to leave with a full stomach? What will be served? Sit-down meal or buffet? Is there someone to contact about food allergy needs? Will bar service be available? Should guests expect to pay for the alcohol or receive drink vouchers?
6. Explain who is invited. Some employees will want to bring a plus one or their entire family. Let them know in advance who you anticipate attending and how they can RSVP.

You may have other pieces you want to throw in the mix that are specific to your event. Remember, people like a small bite of reading rather than a full course, so keep everything concise.

Quick tip: consider sending your invitations both electronically and as a flier so people can reference the address using their preferred method.

For questions about booking an event at Loveland Living Planet Aquarium, click the button below and schedule a tour. Come alone or bring your event team and enjoy complementary admission on the day of your tour.

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