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How to create and send email invitations for your event

Antwonne

Updated by Antwonne D. on 13/09/2016

Most organisers can send invitations to up to 2,000 guests/recipients per day from the Email Invitations section of an event’s Manage page. If your eblink{limit is different=>https://www.eventbrite.com.au/support/articleredirect?anum=3731}, you'll want to reference the email sent from our Trust and Safety team. After you make your event live, you can customise the look/feel of invitations you send, send to contacts from outside mail programs, upload contact lists, and view performance of your invitations (e.g., open and conversion rates post-send.)

TIP: eblink{Learn more about the registration process attendees will complete on your event listing=>https://www.eventbrite.com.au/support/articleredirect?anum=7434}.

PRO TIP: After attendees register, you can provide updates on your event using eblink{Emails to Attendees=>https://www.eventbrite.com.au/support/articleredirect?anum=3327} on your event's Manage page.

NOTE: Invitations are sent from "invite@eventbrite.com," but the Name of Sender and Reply-To email address you enter as the organiser of the event will be respected when attendees receive the invitation. Attendees see the Name of Sender next to invite@eventbrite.com and any replies are sent to your Reply-To email address, not "invite@eventbrite.com."

Create and customise invitations.

1. Go to your Manage page.

After eblink{logging in=>https://www.eventbrite.com.au/login target=_blank} and eblink{creating an event=>https://www.eventbrite.com.au/support/articleredirect?anum=5035}, click Manage on the "Manage Events" page.

2. Go to Email Invitations (under Invite & Promote).

If you haven't created any invitations yet, you'll be taken straight to the "Create email invitations" page.

PRO TIP: If your eblink{event has multiple dates and times=>https://www.eventbrite.com.au/support/articleredirect?anum=5421}, you can send an invitation for "All Dates" or select a specific event in the Individual Date Selector dropdown at the top of your Manage page. Selecting an event date before you create and send your invitation makes the event date the default when guests go to your event listing through the invitation. The date also shows in the Subject Line of the email invitation (unless edited.)

3. Update the fields above the invitation preview.

Select the fields above the invitation preview to do the following: • Change the "Invitation Template" (choose between formal or modern) • Update the "Name of Sender" • Change the "Reply-To" email address • Edit the "Subject Line" of the message

TIP: Looking for even more flexibility with your invitations? Check out our integrations with eblink{MailChimp=>https://www.eventbrite.com.au/support/articleredirect?anum=3888} and eblink{EventKingdom=>https://www.eventbrite.com.au/support/articleredirect?anum=3882}.

4. Select "Customise."

In the Customise Invitations window, you can: • Change the invitation colours • Show eblink{event logo/image=>https://www.eventbrite.com.au/support/articleredirect?anum=3297} • Add social network sharing buttons (Facebook, Twitter, and/or LinkedIn) • Show/Change the salutation (Hello, Hi, Greetings, Dear, or None) • eblink{Request an RSVP=>https://www.eventbrite.com.au/support/articleredirect?anum=3506} (replaces the "Attend Event" button with "Yes, No, Maybe" options)

TIP: If you're trying to match a colour from another website, check out eblink{ColourBlender=>http://www.colourblender.com}, a free online tool for colour palette design.

5. Select "Edit Message."

Click "Edit Message" to customise the text and eblink{add images=>https://www.eventbrite.com.au/support/articleredirect?anum=4448}. When editing the message of an invitation, keep the following in mind: • The Message portion of your email invitation pulls from the text added to your Event Description on the Edit page, and has a 245-character limit to start. To workaround this, be sure to "Edit Message" and add the message you'd like. • When adding an image, the width should not exceed 500 pixels. Use the Appearance tab to adjust the size and alignment of the image before inserting. • Clicking "Update" under "Edit Message" does not save your invitation in its current state. To save the invitation for later, you must select "Save as Draft" at the bottom. From there, select "Email Invitations" and then "Edit" to the right of your "Draft" invitation when you're ready to retrieve and continue working on the saved version.

NOTE: Copying and pasting from a third-party source (Microsoft Word, website, etc.) will cause issues with the format of your invitation. This is also true if you've copied and pasted text or images into the Event Description section of your event's Edit page (since text is originally pulled onto your invitation from that section.) To prevent formatting issues on your event listing and invitations, you should aways enter information directly into the Event Description and Edit Message fields respectively.

Add guests to send to.

1. Choose "Add Guests."

The "Add Guests" button is located in the "Who should come?" section.

2. Choose who you'd like to send invitations to.

You have a eblink{variety of options=>https://www.eventbrite.com.au/support/articleredirect?anum=9029} to select recipients: • Import contacts from existing contact lists • Add email addresses manually (separate by commas or line breaks) • Create an email list from attendees of a past event • Upload emails from Outlook, Excel or other file (.xlsx, .csv, or .txt files)

TIP: Make sure to list individual, rather than listserv or distribution list, email addresses as recipients of your invitation. For example, send to "johndoe@myexampledomain.com" and not "marketing@myexampledomain.com."

PRO TIP: To eblink{import emails from your Gmail or Microsoft Live address book=>https://www.eventbrite.com.au/support/articleredirect?anum=9029}, go to eblink{Contacts=>https://www.eventbrite.com.au/contacts}.

NOTE: Make sure your list of contacts doesn't include more than 2,000 email addresses. Uploading a list of more than 2,000 contacts when adding guests results in a randomized list of recipients when you send your invitation. If you sent an invitation where you uploaded a list of more than 2,000 contacts, eblink{contact us=>https://www.eventbrite.com.au/support/contact-us} for help scheduling an email to send to the rest of your list.

3. Edit or delete contacts.

Select a guest's name to edit their contact information or remove them from the guest list.

TIP: You can delete multiple contacts at once by checking the box next each email address, and then choosing "Remove Selected."

Schedule, send, and manage your invitations

1. Select when you'd like to send your email invitation.

You have four options: • Send immediately • Send on a specific date/time • Send on a date/time in relation to the event start date • Save the email invitation as a draft to not send and save it for later.

TIP: Before sending to your recipients, send yourself a test invitation using "Send a test invitation to:". This won't function like an actual invitation for your event, but will show you how the invitation should appear for invited guests. You can either send to the email address that displays or send to an alternate email address.

NOTE: Email invitations are sent to each individual guest/recipient email address and not in a batch with all guest/recipient email addresses listed.

2. Go back to "Email Invitations."

From the options menu, choose "Email Invitations" to access the "Manage Email Invitations" page after you've sent or scheduled your invitation.

TIP: The "Manage Email Invitations" page will not appear under "Email Invitations" until you've scheduled or sent an invitation, or saved an invitation as a draft.

3. Resend a previously-sent invitation (view, copy, edit, and add new guests).

Once you've sent your email invitations, you'll be taken to the "Manage Email Invitations" page where you can eblink{view and manage any email invitations you have sent=>https://www.eventbrite.com.au/support/articleredirect?anum=4547}, including this one. Email invitations are saved here for easy viewing, copying, and editing.

TIP: For eblink{invite-only=>https://www.eventbrite.com.au/support/articleredirect?anum=3462} events, you can add attendees by either sending them an invitation or using eblink{Add Attendees=>https://www.eventbrite.com.au/support/articleredirect?anum=3223} to manually register on their behalf. If you send an invitation, they'll need to register themselves to show in your event's reporting as attending the event.

PRO TIP: Be sure to eblink{review the meaning of each invitation status=>https://www.eventbrite.com.au/support/articleredirect?anum=4471} and remove any recipients with a bounced, unsubscribed, complaint, or undelivered/blocked status prior to resending your invitation.

NOTE: Each recipient will receive an invitation to only their email address. They will not be able to view anyone else's email address. eblink{Create contact lists=>https://www.eventbrite.com.au/support/articleredirect?anum=9029} for easier invitation sending.

4. Optional: View check-in data in reporting after your event.

When you use Eventbrite Organiser (eblink{iOS=>https://www.eventbrite.com.au/support/articleredirect?anum=5872} and eblink{Android=>https://www.eventbrite.com.au/support/articleredirect?anum=30714}) and/or eblink{Check-in=>https://www.eventbrite.com.au/support/articleredirect?anum=3492} (Desktop) to manage onsite check-in, you can pull a report to see the number of attendees checked in over time, as well as those that didn't show up. To create this report, go to your event's Manage page, head over to Analyze, and select Event Reports. You can set the report type to "Event Attendance By Time" and "Event Attendance vs No Shows."

TIP: More of a visual person? You can eblink{view and export event charts and graphs=>https://www.eventbrite.com.au/support/articleredirect?anum=3435} to see a visual representation of key metrics for your events.

PRO TIP: After the event is over, it's time to gather feedback from your attendees. Eventbrite offers several options for you to eblink{send a post-event survey to attendees=>https://www.eventbrite.com.au/support/articleredirect?anum=6665}.

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