How to put together an invite system when you’re planning an event 

When you’re planning an event, it’s important to create an organized system for sending out invites. Will you send digital e-vites or invitations in the mail? Who will you invite when factoring in the budget? How formal or casual will your event be and should your invitations reflect that style? 

Planning will smooth out the process. Giving your guests enough time to respond will also make it easier for you to plan the rest of the party. Here are five invitation etiquette tips for your event. 

Tip 1: Digital or paper? 

The first decision you have to make when sending invitations is the form they’ll take – digital or paper (by mail). This may depend on the style of your event. If it’s a casual luau, for example, e-vites would be fine, but a fancy wedding probably calls for an in-the-mail invitation. 

Digital invites are cheap (they’re usually free, in fact) and are easy to send out. They might not be accessible to everyone, though, if they don’t have a computer or smartphone. Consider your guest list. Will there be older or less tech-savvy people on it? They would benefit from a paper invitation. If, on the other hand, you’re confident that everyone on your list will see an e-vite and the style of the party fits it, email away.  

Tip 2: Choose an invitation that fits your event’s style 

Design your invitation based on the feel of your event. The font, colors, and design of an invitation can tell a guest right away what kind of event you’re having. When you choose a design for your invitation, think about something that fits the occasion and go from there. Have fun with choosing the color scheme and design. Whatever the occasion, the style of your invitation should reflect the purpose of the event and show personality.  

Tip 3: Choose your guests

When making a guest list, think of who you want at this particular occasion. Instead of trying to invite everyone you know, you’ll want to narrow it down depending on the size of the event and your budget. Different events sometimes call for different guests; for example, you may invite your great aunt to your wedding but not necessarily to a Cinco de Mayo shindig. 

Tip 4: Keep the invite’s content short and sweet

Your invites should thoroughly detail the “who, what, when, where, and why” of the event. Clarity will keep questions to a minimum. 

You may also want to include pertinent details such as a dress code if there is one. Keep in mind how you can serve the best interests of your guests so that everyone feels at ease and can enjoy themselves when they get there. 

Tip 5: Make sure to include RSVP instructions 

Once you figure out if you’re creating digital or paper invitations, you can choose how the guests will RSVP. On a digital invitation, the guest can simply click a button to RSVP while paper invitations will need to include an RSVP card with an envelope and return address on them. 

Typical styles of invitation based on events

At the end of the day, event invitations, much like everything else, are a personal choice, so you should choose them in whatever style you like. With that being said, here are suggestions for invitation etiquette based on two popular events. 

  • For a wedding

Since weddings are usually formal, your invitations should reflect that. Paper invitations will work better for this type of event because it communicates the importance of it more than an email or text invite would. Important documents always come in a physical copy, so wedding invitations should as well. Planning a wedding involves many parts and sending invitations early with RSVP cards will make your planning process much smoother.

  • For a birthday party

Whether it’s your seven-year-old’s birthday or your mother’s 50th, birthday invitations can give guests an idea of the theme and formalness of the party. Emailing a fun digital e-vite would be perfect for a casual backyard party. This makes the RSVP process as simple as a click and easy for guests to add to their digital calendars. 

Share details, such as costume dress code, if you want guests to dress up for a certain era or theme. If there are last-minute changes, they can go into an update more easily in a digital form. 

Make your event shine with TooJay’s Catering

Whatever type of event you’re hosting, providing quality food for your guests is essential for a good party. TooJay’s offers catering services that have a span of options to choose from. Whether you need breakfast, lunch, or dinner, TooJay’s has options for each course and meal of the day. From sandwich platters to desserts, our catering menu has you covered. Call us today!