Awards Ceremony Invitation Management Guide
Many people think that inviting guests is only possible once everything is 100% ready. As a result, guests often receive an invitation only on the eve of the event and, unfortunately, can no longer attend. That’s why some organisers should contact a professional agency for awards ceremony invitation management; they should consider and try to find the perfect invitation management system.
Awards ceremony invitation requirements
Traditionally, there are certain requirements for participation in an awards ceremony, especially if it is a contest. Professionals will provide you with invitation management software to optimise and speed up the process, as well as analyse and follow up the ceremony workflow.
1. To participate in a contest, it is necessary to fill out the application according to the approved form. Additional information may be attached to the application.
2. A completed application for participation in a contest can be sent to the organising committee until the due date via any communication channel allowed: through apps, direct email, etc.
3. Each organisation or individual can send no more than one application for each nomination.
4. Applications that do not meet the terms and conditions of the contest and the requirements for the application process will not be accepted.
Ways to invite your attendees to an awards ceremony
There are plenty of modern ways to invite guests to your events. Moreover, all the options, ranging from printed invitations to online award ceremony invitation emails, can look original, depending on the chosen theme and style. Below are the most common invitation types:
- Phone call
This is the most common and cost-effective option to invite your guests, although it can be quite time consuming.
- Printed invitations
The process of making invitations is quite extensive. You will need to choose a design and create a text for the invitation or entrust guest list management to the vendor, who will add the names to the text on each card. At that point, the layout of the invitation must be checked for errors, handed over to the printing house, picked up, stuffed in envelopes, and then sent out to the guests.
Alternatively, you can contact the company that deals with the whole process, from design and the introduction of guest names in each invitation to the printing and decoration of ready-made invitations.
- Via email
Sending invitations by email is fast, convenient, and modern. It is also completely free and will save you time.
- Through apps
An event management platform allows users to combine the above-mentioned invitation methods or substitute them all in one for faster and better results.
- Other creative and non-standard invitation ideas
In this case, you have to show some imagination. Here are just a few awards ceremony invitation examples for how to make an original ceremony invitation. Your invitation may be written on any of the following:
- Vinyl record
- Video invitation
- Canvas
- Jar of sweets
- Balloon
- Magnet
- Calendar
- Online postcard
- Paper airplane
- Trophy
- And even interior or exterior elements, etc.
As you can see, some ideas for awards ceremony invitations can be quite inexpensive to make.
How to invite your guests
If you use an online platform to organise your guests and manage invitations, you should create a landing page for your event with plenty of useful features and great functionality.
Judgify features
Some of the general features you will need are as follows:
- Event details
- Award categories
- Entrant form/submission form
There are various customisation options you can use to finish the initial stage of setting up your award/contest details at Judgify after everything is completed.
The capabilities of the site created on Judgify do not end with the creation and distribution of beautiful contest invitations. This is your brand story, event planner, daily routine, and organisational information source for guests.
- Create a page for your contest in no time at all.
- Use a centralised dashboard to view the current submissions, payments, and judging statuses.
- Simplify your contest page management through endorsement features and user-friendly designs.
- Reflect the relevant event details on your awards page, such as the event name, custom event URL, custom time zone, event logo, and event banner.
Emailing attendees, reviewing the photos attached, and so much more are allowed on the same site. Everything to ensure that the planning of the awards ceremony and all the preparations for the event day to make it a success may be provided within a single platform.
Information to include in the invitation
These points are the key information to include in the awards invitation:
- Event name
- The date of the event
- Short description (2–3 words)
- Characteristics (what, where, who, benefits)
- Speakers
- Program
- Address
- Map and types of transport
- The duration of the event
- Ticket prices
- Registration conditions
- The name of the organiser
- Contact details of the organisers
Blocks are selected depending on the scenario. With the help of invitation templates or a website builder, you will be able to create a high-quality and convincing invitation for the event.
How to manage your invitations
When you use online guest management solutions, the way to manage your invitations is pretty simple. There’s a guide on how to view and accept invitations as well as a detailed and user-friendly interface.
To view and accept invitations to manage the addresses of others, you’re most likely to follow these steps:
- Log in or sign up.
- Find and click on the invitations section. If you are associated with multiple organisations, you must first select the one you want to invite.
- Find or create the invitation you want, and then click Send, Accept, or Decline.
- Gain direct access to submissions through the “Auto-Sign” option for more activities and so much more.
Modern event management solutions provide event organisers with dozens of useful features to optimise the awards process to the fullest.
Awards ceremony invitation checklist
From the responses to the invitations, it becomes clear approximately how many guests you should expect. You need to know this in order to draw up a seating plan at a banquet, order refreshments and drinks, plan accommodations in the hall during the official ceremony, arrange transfers, make hotel reservations, etc. Here are the steps to follow:
- Make a guest list.
- Make a list of names to be printed.
- Create a list of email addresses for sending electronic invitations.
- Write the text of the letter.
- Make a list of postal addresses for delivering invitations in paper form.
- Request a response to the invitation.
- Promptly make changes to the list of invitees after you receive responses.
To receive feedback from the invitees, you must first decide how you will receive confirmation of their presence; otherwise, you won’t be able to make important budget calculations.
Invitation templates
You may also ask for invitation templates or design examples on the Judgify platform.
Tips on how to successfully manage your invitations
There are certain issues you should consider for better invitation management.
Awarding the winners occurs with the participation of well-known socio-political and public figures at a formal ceremony. Participants are informed about the exact date and location of the award ceremony in advance, thanks to the invitations. This should be accomplished based on the main criteria. To make everything perfect, you should:
- Appeal to the guests accurately and correctly—mistakes are unacceptable here.
- Comply with the generally accepted formulas of politeness and etiquette.
- Include the correct event name. The invitation must contain the full official name of the event (without any abbreviations).
- Specify the date, time, and venue of the event according to the rules adopted in the guest’s country (if the invitation is in a different language).
- Mention the program of the event (or at least the main points), preferably with an indication of the beginning of each part. The program can be presented in detail or in the form of a list of the main thematic parts.
- Use different formats, depending on the specifics of the event.
The main thing is to give guests a clear idea of what awaits them so that they can plan their own time better!
Conclusion
Clearly, event invitation management is a complex process, including the booking of the date in the calendars of your guests in advance, inviting them and following up, etc. All the detailed information about the awards ceremony—place and time, map, dress code, and a list of awards, if any—is then shared with the guests through the invitation, program, and other materials. For professional awards invitation management, feel free to contact us.
Suggestions and comments are encouraged in the fields below.