It's nerve wracking to send an email out to mass numbers, especially when the email is representing someone else, like your CMO. Here are a few things to check before hitting send. Please add your tips to the blog to help others.
* Check the spacing between the word DEAR and the
recipient's name. Often people enter a space and the software auto
generates one as well, so you wind up with two spaces instead of one.
You've probably received one of these.
* When using HTML
invitations send a few tests to people on Macs to be sure they can read
the email. More and more people are becoming to mac fans (me
*It's a good idea to take an additional step and
type out the actual content of your invitation in small font below the
HTML image. This way, if someone cannot view your brilliant,
creative invitation, they still get the important details.
When sending FROM an exec, consider having the actual email address be
your own by creating an alias. By doing this any of the bouncebacks or
the replies will come to your inbox rather than that of the executive.
You can then forward any emails the he/she would want to read in one
batch for easy review/response.
* Test and retest. Send
the email to your mom, sister, boyfriend, someone who is not on your
corporate intranet and ask them to test the links and try to register.
Get all the bugs out on the friends and family before the invite sends.
When using excel or an event contact management software, put your own
email address at the top so you actually receive any communication that
is sent out just like your clients will. You can test the software by
sending to yourself and a few co-workers before hitting the green light.
For more on email invitations check out this post. And please share your tips by adding comments.
you see Devil Wears Prada? If you don’t want to memorize a book of
headshots for your host, plan on printing nice nametags everyone can
read, without looking like they’re reading them.
Font sizes? If using standard 3x4 tags, I prefer Arial font size 40 for the first name, on the second line the last name in size 26 and two spaces below this, the company name in size 26.
Name tags should include the person’s first and last name and company name. I tend to omit titles other than those who are hosting the event because titles change every other week (you may have a "not so understanding" guest because you didn’t get the memo of his promotion yesterday) and titles often are too long for the space allotted.
Do you really need nametags? I asked this years ago to an executive I truly admire, and was told, “I expect nametags at my funeral.” We had nametags at every event.
you're hosting an evening event in December, but planning it now, you
may benefit from visiting the venue at 9pm, to experience what the site
will look like at 5:45pm in the winter, and then plan your signage
Holiday parties are great opportunities to use light-up giant Candy Canes, Christmas lights or Luminarias to guide guests to the entrance of your event. For non-holiday events, color uplighting, tiki torches or a hot air balloon in your event colors, or company logo, will definitely stand out in the dark night. (See pictures below of an event balloon signaling the location of the beach party and the view of the balloon guests saw during the dinner that preceded the party).
A few things to consider during your "night time" site check:
- Is the address or entrance easily visible from the street? If not, portable uplighting may be needed from your AV company.
- How you will define parking for your guests? Perhaps hosts with glow sticks? White Christmas lights?
- What is the brightest point from the lot that guests will be drawn to? Are there several buildings with bright lights? How will your building stand out?
- Do you need to provide additional lighting on the entry path to avoid stumbles (and liability issues)? This is often the case when hosting an event at a winery or estate.
- How many human arrows (good friends and interns) do you need and where would you place them?
- Additionally, playing music, if allowed, outside your entrance will naturally draw attention. Good to check where you can plug in speakers and what the noise policy is for your specific venue before moving ahead.
Whatever you decide to do, your guests will appreciate that you took the time to walk the space as if you've never been there before, especially at night.
If you have the need to communicate venue
locations for a complex event, take a peek at how they set up the
schedule under "News Portal"
by clicking on the News button the bottom
banner (or left column). The site uses Google Calendar (a free
product) to show the name of the event, speaker, time, location, and a
provide Google Map, of course. It's really amazing how many
mini-events are happening during the main event. And being able to
provide an event schedule in "real time" has been essential for this