An invitation to the member event was sent through an email. It would be sent a second time in another week. Board members planned to pass out flyers. Would this communication be enough for strong attendance? Five weeks ahead of the event, our communication had been rather “safe”.
Despite crossing our fingers, most of us experience anxiety about how potential guests will respond to an invitation. Although emails and online event platforms are an effective form of marketing, they do not offer a personal connection. Maybe someone will open an email…or not.
“Heavens, we’re extending a wonderful invitation, “ you say. “This should be enough to garner a response.”…Maybe. As hosts we need to go a little further, wade perhaps out of our comfort zone. Seeking new connections requires effort. It’s up to us to reach out first and many times, actually.
How might our invitations become conduits for developing new relationships?
We need to make our outreach personal!
- Forward the email invitation or link with a personal note written above the event information. Write a “hello”, a “how are you”, and a “hope to see you” note.
- Make a phone call. Since when has a phone call felt aggressive or too direct? In fact, the opposite is true. If each board member/host/volunteer/manager, for example, reaches out directly to one or two people there is logically a higher success rate. Hearing each other’s voice over the phone makes an impression. Our voice is personal! Our effort demonstrates interest.
Potential guests have more difficulty saying “No” when interacting with a person versus a digital communiqué. And, having a “Hello! How are you?” conversation will be noted in the best way. Despite the need to allot time for conversation in our busy schedules, the benefits of communicating over the phone outweigh not making a call.
Talking with someone directly, especially when we don’t know him/her, takes guts. The same can be said when starting new conversations. If our intention is unfeigned (“we want to see you at our gathering”) and we stay open to any reaction on the other side, even if it’s super awkward, we can begin to forge a new relationship. Go ahead and give yourself credit – for some it takes courage to pick up the phone.
Whether it’s through email, a phone call, written invitation or face-to-face interaction, our efforts are about someone else’s presence and attendance. We’re inviting him/her to broaden our world without qualifying the response. Remember each person offers a whole new world of feelings and perspectives.
The next time you’re inviting a guest, make it a personal “best foot forward”:
- Offer a true and thoughtful invitation;
- Connect without assumptions;
- Clearly communicate the reason for the outreach;
- And make some extra effort to ease the connection.
Our “best foot forward” is what we have to offer. It’s enough and guaranteed to garner strong RSVP’s!
