Creating an invite is usually one of the first things I do once I decide to host a party. In fact, outside of my initial brainstorming, it’s the first thing I did for this event, even though I’ve posted about a few other activities before it. For me, it sets the tone for the event, both in how I start to think about and plan for it, but also in the minds of my guests. It provides valuable clues for what they can expect at the gathering. And the invite for this party is no exception, but more on that below.
The whole concept of “priming” your guests for an event, of which the invite is an important part, is something I read about in the book The Art of Gathering: How We Meet and Why It Matters by Priya Parker. I highly recommend it if you enjoy hosting gatherings, personally or professionally, which I assume you do if you’re reading this. The basic idea of priming for a party is no different than in any other context the word may be used – you prime something to prepare it. You prime a wall before you paint it, you prime a lawn mower before you start it, therefore why wouldn’t you prime your guests for your event before they arrive?
So, how can you start this business of priming with your invite? Well, there’s a few things to plan for in what you create (or have created… or buy…):
- Include the basics:
- Who – the host / the invitee / the guest(s) of honor
- What – the type of event
- When – date & time + when RSVPs are due, if you’re requesting them
- Where – the address and if the event is indoor or outdoor
- Why – the reason for the gathering
- Highlight your theme – unless you’ve already sent a Save the Date or shared details of the event with all of your guests some other way, this is your first chance to give your invitees a taste of what to expect at the party. A child’s birthday invite might be colorful and fun and contain their favorite characters who will decorate the party. A backyard BBQ invite might be simple and homey. A Mother’s Day tea invite might be fancy and whimsical. Let your invite introduce not only the important facts of the invite, but the mood as well.
- Remember you’re in charge – now, this might seem high-handed, but it’s your event. You get to set the rules. And the rules are there to ensure all your guests (especially the guest(s) of honor) have the best experience possible. If you have specific ground rules, state them up front so that anyone who does not wish to comply can opt out of attending.
- Ex. Stating that a murder mystery dinner requires all participants show up on time, in costume and actively role play.
- Ex. Asking guests to bring a book in lieu of a card to a baby shower.
Here’s the invite I’ve created for my upcoming party. It’s nothing more than a highly customized table created in PowerPoint. You’ll see that I’ve conveyed all the important facts (who, what, when, where, why) in some way, shape, or form. And, I’ve used the structure of the invite, mocked after a Royal Caribbean Set Sail Pass, to start to set the stage for the cruise-themed event. I’ve also set some expectations for attendees: they must wear formal attire for dinner, they need their reading glasses and masks for the event, and they must come ready to party. 🙂
Using a non-traditional invite format is probably one of my favorite ways to prime guests for an event, convey important information and personalize it. Check out my Globe Trotter Bridal Shower post for one of my favorite invites of all time.
In addition to all of the above that I’m conveying with this invite, I also threw in a few other details to make it truly special for the recipients:
- The cabin number – their anniversary date is April 6, so I used this in numeric format as their assigned “cabin number” on our “ship”.
- The King Kruises name / logo – originally I built the invite using a Royal Caribbean logo, but we decided that personalizing even further was worth it. I used a free logo creator website and whipped it up in 10 minutes or less.
- The “prepaid excursion” – I referenced this last week in my post about the location. This is the activity we’re sending them out to do so we can set their house for the party. More on this in a future post!
You’ll note that the date on the invite doesn’t match previous posts. Due to some scheduling conflicts (aka work), we had to bump it back a week, which means 1 more week of posts and anticipation before the big day.
If you want specific advice on your invite or help designing one for your next event, leave a comment below and I’ll be in touch.
Next week is all about the best part of any event – the food and drink. We’ll walk through how to plan what and how much and I’ll run you through how we’re tackling a multi-option 3-course menu for our event. Stay tuned!