How to Invite Guests to Virtual Events

Gaston Garcia
Gaston Garcia
January 17, 2023
How to Invite Guests to Virtual Events

During the last pandemic, many people had to modify their plans and move their events online. Live streaming allowed them to reach a wider audience than ever before, but it did come with its own unique set of challenges. One of them is how to best invite guests so that they will show up and care for the event going on.

In this blog post, I’ll share some tips on how to effectively invite guests to your next virtual, live-streamed event. Let's begin.

Who will you invite to the live stream?

From family members and close friends to colleagues and industry professionals, you can invite anyone you want. One of the benefits of hosting a virtual event is that there are no limits.

Due to the remote nature of live streams, guests don't even have to be in the same state, country, or even continent in order to attend the event.

Whether you are hosting a virtual wedding, online conference, workshop, product launch, or even a virtual party, inviting the right people is key to ensuring success. You want your guests to feel welcomed and excited about being there.

virtual invitations


Fortunately, there are many ways in which you can do that. If it’s a family-oriented event, first-hand communication is the way to go. Reaching out to them individually to extend the invitation guarantees a much higher attendance rate, and a happier family!

For other kinds of events, such as business meetings or commercial occasions, you can think much broader. You can use social media to share the message or send out somewhat personalized emails directly from your own contact list.

Influencers? They can be your partners too. When it comes to business events that are public, the sky is the limit.

Also, don't forget word of mouth - having friends, family, or even colleagues spread the word about your event is one of the most effective ways to get people interested.

Lastly, you can use your event as a marketing opportunity. To grow your event even further, think beyond your local area and start making connections elsewhere. Reach out to past clients and connect with people who had expressed an interest in the topic of your event.

Crafting the perfect invitation for a virtual event

Designing the perfect invitation for your event can be tricky, but it shouldn't be.

You want to ensure that your guests feel both welcomed and excited about attending the event, but you also need to make sure they know how to join the live stream.

When choosing the right platform, the entire joining process can be as simple as opening a link.

With thoughtful design and creative ideas, you can craft invitations that will get your guests ready for the big day.

Here are some ideas on how to make the digital invitation pop:

  • Include a thoughtful message or greeting that expresses why you are hosting the event.
  • Provide clear instructions on how to join the live stream, such as providing a video link or step-by-step guide for joining.
  • Add visuals such as images or videos to add personality to your invitations.
  • Incorporate elements of design like shapes, lines, and patterns for an eye-catchy look.
  • Use a streaming platform that allows them to activate notifications or RSVP. This will allow guests to confirm their attendance quickly and easily.
  • Offer suggestions on what attendees can do while watching the event (such as signing the virtual guest book or interacting with other attendees via chat).

Writing an engaging invitation message

I will provide you with some examples of invitation texts that you can copy and paste for your own use. Just make sure to customize them to match your event details, live streaming link, and tone of voice.

Invitation template to a Virtual Wedding

This is the first impression your guests will have of your special day, so it's important to make sure it's engaging and memorable. With some thought and consideration, you can craft an invitation that will make your guests feel welcome and excited to attend.

digital wedding invitation


Here’s an example of a virtual wedding invitation:

Dear [Name],

You are cordially invited to the virtual wedding of [Bride] and [Groom], which will be held on [Wedding Date]. We will be streaming the ceremony live online, for those who cannot be there with us.

We understand that a virtual wedding is not the same as an in-person event, but it would mean the world to us if you could join to be there with us. We have planned some exciting events for the wedding and we cannot wait to share them with you.

To join the ceremony, simply click on the following live stream link:
[virtual wedding link]

We will also have a digital guestbook where you can leave your well wishes and messages for the happy couple.

When uploading anything to social media, please use the hashtag #____ so we can review all the fun moments after the wedding day.

If you miss the opportunity to attend the ceremony online, you can tune in and watch the replay later, at the same link.

We hope you can join us in celebrating this special day!

Best regards,
[Your Name]

Invitation template to a Theatre Play

We're excited to invite you to come along with us to see "The Tempest" at the XYZ Theatre next weekend! It's going to be a fun night filled with magic, revenge, and a colorful cast of characters.

Date: Saturday, January 22nd
Time: 8:00 PM
Location: XYZ Theatre (123 Main St, Anytown USA)

This play by William Shakespeare is a must-see and we can't wait to enjoy it with you!

Please let us know by Thursday, October 20th if you're able to make it so we can save you a seat!

See you soon!

Best,
[Your Name]

Invitation template to an Online Class or Workshop

Dear [Name],

We are excited to announce that a workshop class on [topic of the workshop] will be held on March 29th, 2024 at 123 Avenue, Ohio. The class will commence at [Time] and will be of __ hours duration.

This workshop is designed for individuals who are interested in gaining a deeper understanding of [topic of the workshop]. Attendees are required to bring their own equipment to fully participate in the class.

RSVP by [Date] is mandatory to confirm your attendance. We highly recommend that you take advantage of this opportunity to enhance your knowledge in [topic of the workshop].

Please do not hesitate to contact us if you have any questions or concerns.

We look forward to seeing you at the workshop.

Best,
[Your Name]

P.S. Please do not forget to bring your equipment.

Invitation template to a Graduation Ceremony

You're officially invited to the [insert school name here] Graduation Ceremony for the Class of [insert year here]!

When: [insert date and time here]
Where: [insert location here]

Come celebrate with us as we toss our caps in the air and say goodbye to college! It's been a wild ride, but we've made it to the finish line. And don't worry, we'll make sure to have enough tissues on hand for all the proud parents.

We'll be recognizing the achievements of our classmates, and we'll hear from our valedictorian, [insert name here].

Please make sure to wear your dancing shoes, as we'll be partying all night long!

Can't wait to see you all there!

PS. Graduation gowns are optional, but cap and gowns selfies are mandatory.

Invitation template to a Company Conference

Dear valued colleagues,

You are cordially invited to attend a virtual conference to be held within our company on Tuesday. The conference will cover important topics related to our business and provide an opportunity for open discussion and collaboration.

Date: Tuesday
Time: [Time of the conference]
Location: Virtual (Access the conference via the following link: https://evt.live/sample)

Please RSVP by [date] to confirm your attendance. We look forward to seeing you there.

Best regards,
[Your Name]

business conference invitation

Invitation template to a Product Launch

Introducing [Insert Product/technology here], the future is here.

Join us for a Virtual launch event on [insert date and time] where we unveil our latest and most advanced technology yet.

Get a first-hand look at how [Insert Product/technology here] is set to revolutionize the way we live and work.

Experience the sleek design and intuitive technology that sets our product apart, and hear from our team of experts on how [Insert Product/technology here] can benefit you.

RSVP now and secure your spot at the event.

Date: [insert date and time]
Location: Online - [insert link to virtual event]

See you there,

[Company Name]

Tips and strategies to ensure maximum attendance

Creating an engaging and memorable invitation is essential to capture the attention of your guests. Be sure to include a personalized message whenever possible, using language that reflects excitement and anticipation for the event.

Don’t forget to provide clear information about how guests can participate in the live stream.

After doing that, you should focus on the design. Make it cohesive with the event type so guests are not confused when they see it. You can use free tools such as Canva to design yours with pre-made templates that will simplify the process. If you're looking for pre-made premium alternatives, Paperless Post offers some gorgeous designs.

After having the invitation ready, promote your virtual event through social media platforms by creating content that entices people to join. Post regularly with updates about the event and include links for people to easily watch the live stream.

If it's a business-related event, give people an extra reason to register early by offering exclusive promotional codes or discount coupons. This will encourage attendees to sign up early so they don't miss out on any available benefits.

Wrapping up and conclusion

By understanding who to invite and using personal communication, social media, word of mouth, and by leveraging marketing and work-related opportunities, you can effectively reach and engage all your guests.

When you’re inviting for a personal event, make sure to personalize the invite as much as possible and, whenever you can, outreach to invitees personally, instead of using social media. This is a good way to encourage attendance, even for those who cannot be there in person.

Additionally, by crafting thoughtful and visually appealing invitations that provide clear instructions for joining the live stream, you can ensure that your guests feel welcomed and excited to attend.

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Gaston Garcia
Gaston Garcia

Live Streaming enthusiast, in-house Marketer at EventLive, Wedding Photographer. Interested in all-things technology.

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