Everything You Need To Know: Crafting A Guest List

Everything You Need To Know: Crafting A Guest List

⁠You can’t have an event without the guests!⁠ Attracting the right audience to your event is essential if you want it to be successful. ⁠When you are looking to create your guest list there are a few things you should keep in mind. Ask yourself the below questions as you create your guest lists.

Who has attended your events in the past?

If you’re planning for a client, take a look at your previous guest lists! Those who attended the previous events are likely to attend again. If you’re planning for yourself, it’s also a good idea to consult the attendance of your last event. For those who did not attend, consider why they didn’t. Was the event at a bad time? Or were they just busy? If possible, make adjustments to your event schedule. However, when planning, keep in mind you should aim to have the best attendance possible – you can’t accommodate everyone!

What are competitive events doing?

Taking a look at competitive events can provide you with a lot of insight without making it a competition. In fact, if a competitive event is being held on the same night as your event, you are likely to split attendance – hindering both of your events. Consider who the competition is targeting for events and how they are doing it. Consider things like day of the week, timing, and invitation format. (Many events now have an online invite that guests can add directly to a virtual calendar!) Use your insight into your competitor to determine who is likely to attend your event and send them an invite!

Who do you want to come to your event?

This question requires more thought than just names on a list! Creating a guest persona is a great way to determine who your true audience is. Consider the following when creating your ideal guest:

  • How old are they?
  • Will they want to bring a plus one? How about their children?
  • When are they usually free? Evenings? Weekends? Afternoons?
  • What transport is available to them?

Once you’ve got a loose persona narrowed down, you can start targeting possible attendees.

Why should guests attend your event?

These days, people are busier than ever! You need to give guests a solid reason (or multiple reasons!) they should attend your event. Unfortunately, this is something that is mostly built through reputation. Hosting/planning regular hit events sends a message – you don’t want to miss this! That being said, you can give your guests some incentives through their invitations and any promotional material! Promote the most exciting part of your event – perhaps it’s the entertainment or a guest chef! From here, you can determine what kind of people would be interested and use the knowledge to craft your guest list.

At the end of the day, your goal should be to ensure that your guests have an amazing time. The only way to do that is to ensure RSVPs are sent and your venue is full! The first step to inviting the right people is crafting the best guest list possible.