Have you received any event invitations by regular post lately? No? Come to think of it, neither have I really. And why would we, when Facebook (and other social networking platforms) simplifies invitation management and allow just about anyone to create an events page and send online event invites to their FB friends and society at large – no mess, no fuss?
In the same way, paper-based corporate event invitations are quite soon to be a thing of the past. This is because corporate event invitations and guest list management processes are becoming increasingly digitised. In today’s high-tech society, any form of communication that arrives in a sealed and stamped envelope seems quaintly archaic. In fact, the only form of ‘snail mail’ that many of us now expect to find in the post these days are our bills, statements, speeding fines and the odd letter or two from grandma.
While this may seem a rude turn of events for the avid postage stamp collector, event professionals are breathing a collective sigh of relief. Digital technologies now exist to automate and streamline much of the corporate event management processes – and we’re grateful. We’re also grateful because these technologies make us look even more organised and efficient than before, which we don’t mind.
If you find yourself saddled with outdated corporate event management processes, it may be time to consider ‘going digital’ to maintain that near-flawless event planning reputation of yours
The RSVP Agency’s Invitation and RSVP Management Solution allows you to send out web-integrated email invitations and manage your corporate event guest list in real time.
Here’s a scenario: you’ve been tasked to organise a gala dinner for a large corporation’s key clients, stakeholders, executives and partners. How can The RSVP Agency’s online invitation management software help you with the task at hand (while making you look every part the event planning guru)?
The process is quite simple: You’ll first need to do a bit of detective work and information-gathering of your own to create a master list of all potential guest’s information. You’ll initially need to create this master guest list in Excel, where you can clean up any formatting errors and duplications of information.
Once ready, this spreadsheet can be uploaded onto an online database that plugs into The RSVP Agency’s online invitation management software. Your new master guest list can be updated in real time, accessed at any point, and from any location, and also downloaded as an updated Excel spreadsheet for reporting. Uploaded data can now be pulled into our invitation management software to automate the sending of your event’s e-invites.
When it comes to designing your corporate event invitation, you have two options: 1.)
The RSVP Agency has an in-house designer, skilled in blending a business’ corporate identity guidelines, branding, specified artwork and event-related themes to build and create your event’s customised electronic invitations.
Accept and decline buttons are built into e-invitations so that guests can respond to your event invitation with the simple click of a button. In the backend, our online invitation management software tracks and captures responses, so that your list of confirmed attendees stays current and so that you know who to follow up with for a response.
2.)Alternatively, you can send us a corporately designed invitation for uploading onto our software system. Here, the same accept and decline buttons are included to automate the online capturing of your guests’ responses.
Event management technology also serves as a nifty data-gathering tool for measuring a corporate event’s ROO and ROI
Our online invitation management software also allows you to collect additional information from guests during the RSVP process. You can ask them about their dietary preferences, accommodation and travel arrangements, preferred means of communication and the likes, which will better arm you to pull off another seamless corporate event experience.
You can also send them a pre-event survey to be compared with any responses collected after the event. Because this information is stored in an online database, it has less chance of being corrupted, damaged or tampered with, which should tick all your boxes when it comes to ensuring POPI compliance.
The benefits of online invitation management software are too numerous for one blog alone, I’m afraid. For more information about The RSVP Agency’s Event Management Software offerings, download our latest event tech guide.