Special Edition: Tips for Holiday eCards, Invitations and Surveys


Managing Holiday Party Invitations

Online invitations make holiday party planning much more efficient for both you and your guests. From creating and sending your holiday party invitations to following up before and after the event, CorpNote has you covered!

Step 1. Create your Invitation List

We recommend that you use CorpNote's address book to more efficiently keep track of your invitation list, send your invitations to larger guest lists and reminder or follow up emails. It makes the personalization of your invitations easier because you can automatically include a person's first name in the greeting line of your invitation. If you are not familiar with all of the features in the address book, view the Address Book tutorial.

Assemble the names and email addresses for the people you are inviting and send a 'Save the Date' eCard at least 6 to 8 weeks prior to your holiday event to ensure a great turnout. This will also help you see people who did not pick up the "Save the Date" notice and it gives you the opportunity to double check that you have their email address correct.

Step 2. Create your Event

In the CorpNote Invitation Manager, create your event. Make sure you include all the basic information, and directions to the event if appropriate. We also recommend setting an RSVP cut-off date to get responses in a timely manner. You can always extend the RSVP date to be later if you need to.

If you have meal choices or other questions that you would like to ask your guests, you can use the two optional multiple-choice questions when you create your event. If you have more questions, or want more flexibility, you can create an online survey to be used as part of the invitation. In this case, you will include both the event and the survey when you send your eCard.

You can also choose to have CorpNote send you an email notification when someone responds. You can choose to have this notification sent as a cumulative email once a day (which you might want to set initially) or to send an email notice each time someone responds (which you might want to set a few days after you send your invitations). The latter option will include the guest's response details.

Step 3. Send your Invitations

Create and send your invitation about 4 to 6 weeks prior to the event. Select from one of CorpNote's eCard designs by searching either the 'invitation' or 'Season's Greetings' category or create and upload a custom design of your own. (View the tutorial: Custom eCard Designs).

When you compose your invitation, choose the event you want to associate with your eCard. This will insert the link that enables guests to RSVP, and it ensures that your eCard recipients will automatically be added to your "invitation list." No matter how many eCards you send for that event, as long as you associate each eCard with that specific event, CorpNote will automatically consolidate your invitation list. You can also re-send the invitation at any time to people who have not picked up or responded to the invitation eCard and your effort will be marked on your invitation list so you can easily see who you sent a reminder to. (View the tutorial: Creating and Sending an Online Invitation)

Tip: Prior to sending the invitation to your list, send the invitation to yourself and/or any other people that need to approve the invitation before it is sent. You can then easily use the 'create template' or 'copy card' feature to send this "approved" invitation to your guests. (View the tutorial: eCard Templates)

Step 4. Gather Responses

You will be notified when your event has responses by either selecting when you set up the event to receive an email notification when someone responds or by signing into your account. When you sign in, you will see a notice on your account overview page or you can go to the "Manage Events" area.

Choose "View Responses' from the drop down menu next to the event to view everyone who has responded to your invitation. This area also enables you to easily send an event reminder to all the people who replied they are attending as well as the ability to export a MS Excel compatible .csv file that you can work with to print an attendance list, nametags and more.

If someone calls to respond or to change their response, you can easily do this from the 'Manage Events' area. To add a response, choose "Add a Response" from the event's drop down menu. To edit a response, choose "View Responses" from the event's drop down menu and then search/find the guest's entry. Click the edit icon next to their name to edit their response.

Step 5. Optional - After Party Follow Up

You can send Thank You eCards to clients, donors or employees after an event by going to your "Response List." Several of our members who use CorpNote for employee functions will send surveys that ask their guests questions about their satisfaction with the facility (which is helpful for future party planning) or ideas they have for next year's party.

We love hearing from our members! Please let us know if you have any questions or if you have any additional ideas to add to this list. Enjoy your party planning!

Read the next blog in this series: Holiday eCards - Creating, sharing and tracking



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