Invitations. Some useful guidelines.

So you're planning your event, everything is set in your head- the place, the time, the theme, the delicious food. Now to make sure people actually attend your great event!

Here are some guidelines on what to have in your invitations, how soon they should be sent out, how to address "sensitive" issues (like who isn't invited!) and so on and so forth...

1. The actual invitation

Choose something you like, but remember to stick to your theme. This will be your guest's first "interaction" with your event. Standardized stationary can save you lots of money as anything out of the ordinary size would have to be especially made. Make sure your type-font is easy to read and avoid light colours and metallic colours as those tend to be hard to read.

It's always a nice idea to add in a little something the guests can put up to remember the event and the upcoming date: a magnet, photo-clip or picture, just something small.

E-vites are becoming more popular but are easiest to control for small weddings and events. When you have more than 80 people invites, rather have them printed and delivered.

2. When is too soon or too late?

Be sure to get your invitation out at least 6 weeks before any big event (like a wedding) and if the venue will require accommodation, look at at least 3 months so people can book and plan their stay.

You can send out the "Save the date" up to 8 months in advance, but that leaves room to people forgetting. So I suggest a good 4 to 6 months beforehand for a "Save the date".

For smaller events, remember that people's calenders book up quiet quickly, so make sure you are at least 3 weeks in advance.

3. RSVP's

The absolute bane of any event is the RSVP's and lack there of. Make sure the RSVP date allows you time to phone up people who haven't responded and to double check on some details. Take into account when you need final head counts for the venue and your caterers, they normally need 2 weeks before the event. I suggest a good 3 if not 4 weeks before the event for RSVP's- after all, only once you have that can you set your seating plans and finalize invoices and such. 

4. What information to include

Cover the basic 5 W's- Who, what, where, when and why.

Who is invited: Kids? Partners? Plus one's?

What: A wedding, a 50th, a kiddies birthday?

Where: Venue (and possibly include a map). Be sure to give the actual address of the place and not just the name of the venue.

When: Date and time

Why: To celebrate!!

You can also put in dress attire, gift registry's, special mentions and requests

And now my favourite part... Pictures!!