Sending invitations and reminders

Sending invitations and reminders is the process by which an organizer informs invitees about an event in stages—ranging from 'save-the-date' and the formal invitation to reminders and a 'final call'—to encourage more registrations and boost attendance.

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You want your venue filled with the right people. But a single invitation can easily get lost among hundreds of other emails, and invitees often put off registering. What you need is an invitation process that delivers the right message at the right time. Activo has been managing this process for business events and conferences since 1997—handling everything from save-the-dates to confirmations.

Why a phased invitation process works

A single mailing is rarely enough. A save-the-date secures the date, a personal invitation prompts registration, and a reminder reaches precisely those who haven't yet responded. This staged approach reduces drop-off and boosts attendance, without you having to manually track who received what.

For a corporate event manager dealing with multiple target audiences, this means maintaining control over communications. You can see who opened each mailing and who has already registered, allowing you to send targeted follow-ups where necessary.

save the date, sending-invitations and reminders mailflow

The mailings that Activo sends out

Activo handles the entire sequence: a save-the-date with a calendar button, a personalized invitation with a unique registration link, a reminder for invitees who haven't yet responded, and a confirmation upon registration. Just before the event, a final-call email is sent with the personal e-ticket attached. This final step is proven to reduce no-show rates.

All emails are designed to match your event's branding, ensuring a recognizable and professional look for every message. View the email invitation process for the full setup.

Overview and support since 1997

With 29 years of experience and over 5,000 events supported, Activo is well-versed in the invitation processes of a wide range of organizations. For Stichting Jarige Job, for instance, Activo managed the entire process—from save-the-dates and personalized invitations to reminder emails and confirmations with e-tickets—for approximately 1,300 guests.

An Activo project manager is available to provide support throughout the entire invitation process. The platform is designed with GDPR compliance in mind, meeting the privacy and security standards required by corporate clients. This ensures smooth communication with participants while allowing you to maintain a clear overview.

Frequently asked questions about sending invitations and reminders

Which mailings are part of a complete invitation process?

A complete campaign consists of a save-the-date, a personalized invitation, a reminder to non-responders, a registration confirmation, and a final call just before the event. Activo handles all these mailings in your event's branding.

How do you reduce no-shows at a business event?

A phased series of mailings—including a final call just before the event and the personal e-ticket—helps reduce no-show rates. Invitees are reminded of their registration at the right moment.

Do invitees who do not respond receive a reminder?

Yes. Invitees who haven't yet responded to the invitation automatically receive a reminder, allowing them to sign up after all. This way, you specifically reach the people who still need a nudge.

Will the invitations be designed in our corporate style?

Yes. All mailings are designed to match your event’s and organization’s branding, ensuring every message is recognizable and professional.

How will I get insight into who opens the invitations?

Yes. You get an overview of who opened the mailings and who signed up, allowing you to send targeted follow-ups where necessary.