Meetings - whether they are related to work or just pleasant gatherings with friends - are usually extremely time-consuming. And their planning and even more so! That is why you need a competent approach to the preparation of special invitations. Using them, you can easily identify the most important information and at the same time weed out everything superfluous.
But how to optimize the planning processes and focus on the most important aspect of the future meeting? Let's discuss the 3 main principles that will help you prepare the perfect invitation for any meeting based on a template from thegoodocs.com collection
Meeting Invitation
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Topic
It is important to describe the most important details of the upcoming meeting clearly and briefly. What kind of meeting are you planning? Corporate meeting? Friendly gathering? Whatever it is, the type of your meeting must be specified on the invitation.
Next: the participants. How many guests do you want to see? This is important when a conference room is being rented for an upcoming event and the number of seats is limited. If you don't intend to limit the number of guests or are afraid that this will scare off the potential audience, we recommend using a visual clue. For instance, use a suitable picture to illustrate what you are hoping for.
Information about the main guest of the evening is also going to be important. For example, it is a corporate meeting, the purpose of which is a lecture or a master class. Then potential clients need to know all the key facts about the invited speaker. You need to at least specify the name and surname of a person as well as information about their position and main merits. You can also indicate the occupation and short quotes related to the upcoming lecture. A relevant picture is never extra.
Keep in mind: The color palette of the invitation should reflect the mood and vibe of the upcoming meeting. For that reason, you should not opt for hot pink if you are planning a corporate meeting or black if something like a baby shower is coming.
Contact Information
Perhaps it will be superfluous to mention the importance of specifying contacts on the invitation. Nevertheless, this is something you need to keep in mind. The main thing to remember is brevity, clarity, and precision. You do not need to fulfill your invitation with all available contact numbers, alternative addresses, locations, and emails that you can write to. Choose 1-2 main email addresses and numbers for fast and efficient communication. Better to stop at just one though. For instance, add a link to a site that already includes a phone number, a chatbot, and a location.
Usually, it is customary to indicate contact information at the bottom of the leaflet. But of course, if you have a desire to be creative, feel free to think out of the box!
Important info: Provide all the details of the conference call ready to dial. This way, you will avoid possible confusion and a lot of risks.
Description of the Event
The description of the event is a critical part of the printed invitation. Do not forget about the exact date and time of the meeting, but at the same time separate the info about the meeting from the text group. This separation is pretty effective and it might help reduce misunderstandings from potential guests in a lot of cases.
Besides, describing the meeting will save you a lot of time. After all, when it comes to productivity, the smallest improvements have the biggest impact.
Pay attention: the topic of the upcoming discussion, the occasion of the meeting, etc. can be safely identified - in color, font, or both. This will make guests pay attention to what matters the most.
These were the 4 basic principles that are the basis for everything when creating the perfect invitation. Using thegoodocs.com resource you do not have to master professional computer programs on your own. It is enough to use a ready-made template, which will save you a lot of time.
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