We’ve lost something in our culture of all-day yoga pants and texting acronyms. After all, how sincerely can you wish someone a happy birthday when you only tap out three letters, HBD, instead of spelling the words out? Isn’t wishing for your friend’s happiness worth, at the very least, searching out an appropriate emoji? Sure, the Information Age has given us e-invites and “Big Brother Live Feeds.” But just as the cheerfulness of a birthday gets lost with “HBD,” so does the specialness of your event when you rely on e-invites. In this article, we share our top insights for event invitation design ideas that will give your NYC event the treatment it deserves.
The Role of Your NYC Event’s Invitation
NYC event planners are well aware that the event begins long before the first few guests arrive. In many ways, your event kicks off when your attendees receive the invitation. Your invitation sets the stage for your upcoming event in the following ways.
Create Clarity
The most obvious role your invitation plays is spelling out the what, when, where, and why of your event. Your invitation tells guests, unequivocally, details such as your event’s address, time, and more.
Build Anticipation
Your invitation arrives in the mail like a trumpet — ideally a happy trumpet sound and not the kind you might hear at a funeral. In other words, your invitation design should inspire excitement about your event rather than dread.
Set the Tone
Black tie or flip-flops? Your invitation design will set the tone for your event. Whether your event is formal, casual, or BYOB, everything on the invitation, from font to hues, will reflect your event’s vibe. An embossed invitation with gold script lettering adds weight to the words “Black Tie Attire.” Think of your event’s design as the little extra push the crazy uncle needs to be on his best behavior.
Elevate the Guest
An invitation communicates many things, but the most important thing you say to your guests is this: “I value your presence.” The time and energy you invest in designing invitations tells recipients that they matter and you want them to be part of your special event. In short, when your guests receive a beautiful and well-designed invitation, you make them feel wanted.
Printed Invitation or E-Invite?
A wise, old guru once said, “An invitation in the hand is worth two e-invites on the web.” Actually, we think that proverb has something to do with birds and a bush, but it’s true for invitations as well.
Recently, e-invites have gained popularity for being affordable, easy, and fast. All the same, printed invitations are still the gold standard for most events, especially weddings. However, e-invites are not as easy as many think.
- There is wide variability in guests’ access and knowledge of email.
- Older guests may become frustrated with an online RSVP process.
- E-invites may go into spam folders.
- It’s more difficult to know a guest’s current email than their current address.
- Even after accepting, people are more likely to forget about an e-invite than a printed invitation they can hang on their refrigerator.
- You will likely spend more time tracking down RSVPs.
- You won’t have addresses on hand for thank-you cards (if your event is a wedding or birthday party).
- A greater number of e-invites may get lost in the digital ether, resulting in fewer guests on the big day.
9 Tips for Designing Stunning Invitations
Considering how important your event invitations are, it’s essential that you get your invitation design right. The following tips will help set your event up for success.
1. Match Your Event’s Theme
Whether you’re planning a wedding or a backyard barbeque, your event will have a theme that influences everything from colors to decorations to menu choices. Make sure your invitation matches your event’s theme by choosing compatible colors, fonts, and design elements.
2. Combine Colors Wisely with Color Theory
Used correctly, colors create visual appeal. However, if you use colors incorrectly, your invitation will become busy and unsightly. Follow these tips for combining colors.
- Combine complementary colors. Complementary colors are positioned opposite each other officially on the color wheel. An example of complementary colors is green and red or yellow and violet.
- Combine analogous colors. Analogous colors are any group of colors that sit next to each other officially on the color wheel. An example of an analogous color group is red, red-orange, and orange.
- Use variations of the same color. For example, use different shades of green to evoke nature.
3. Use Color to Evoke Emotion
Besides making your invitation eye-catching, the colors you choose evoke emotion. Give your guests the right feels by using color to express the tone of your event. The following are some general guidelines for NYC event planners.
- Using red in your invitation makes your event exciting. However, too much red can make your invitees feel anxious.
- If you use yellows in your invitation, your guests will anticipate a cheerful, casual event.
- Warm, neutral colors in your invitation, such as beige, give your event a timeless tone.
- Blue is the ultimate calming color. Use blue hues if your event is characterized by genial conversation or is in a soothing location, such as an oceanfront venue.
- Using orange in your invitation communicates that your event will be vibrant and casual.
- Using blacks, grays, and whites in your invitation will set a formal or modern tone for your event.
4. Embrace Unconventional Materials
Event invitations represent an opportunity to let your creativity soar, and there’s no better outlet for your imagination than the materials you use. Using unconventional materials for your invitation will surprise and delight your guests. Here are some ideas to get you started.
- Print your engagement party invitation on a coaster.
- Print a map and directions to your event on a handkerchief.
- Create an invitation in the style of an adult coloring page.
- Use craft paper, ribbon, and fabric to create one-of-a-kind invitations.
5. Make the Invitation Easy to Read Quickly
Imagine that guests are carrying five bags of groceries, herding children through the door, and fielding work phone calls when your invitation arrives. In other words, assume your guests will be surrounded by distractions. You’ll be doing these guests a solid when you make your invitation easy to read. Follow these tips.
- Only include the essentials. In addition to the date, time, and venue, essential information may include RSVP instructions and menu choices.
- Use a maximum of 2-3 fonts.
- Use easy-to-read capital letters for the most important information.
- Don’t use abbreviations for the venue address.
- Aesthetics aside, serif fonts are more readable when the print is small.
6. Learn How to Use and Mix Fonts
Fonts stir up more opinions than the Oxford comma. There are three primary types of font: serif, sans serif, and script.
- Serif fonts have decorative strokes and harken to the days of fountain pens. A common example of a serif font is Times New Roman. Generally speaking, serif fonts are easy to read in blocks of text. But they aren’t as aesthetically pleasing as sans serif fonts.
- Sans serif fonts don’t have the decorative strokes that serif fonts have, hence the term “sans” in their name. Sans serif fonts initially emerged in advertising, which uses short phrases. Hence, sans serif fonts are eye-catching but less readable in large blocks.
- Script font is, as you probably already know, styled after handwriting. Use script font for elegant and classy events.
7. Learn How to Mix Fonts Like a Pro.
Using more than one font adds visual interest to your invitation. But if you use fonts incorrectly, your invitation will look more like a pasted ransom note. Use these tips to make your event look like a celebration and not a crime.
- Use fonts within the same family. Many fonts have several versions that, when used together, offer the right mix of consistency and variety. For example, within the Arial font, there is also Arial Black and Arial Narrow.
- When pairing fonts from different families, choose fonts that contrast rather than compete. Pairing fonts from different families requires more of an artistic eye. However, when done right, pairing fonts creates an eye-catching invitation. The key is contrast. For example, a heavy, thick font paired with a light, thin font.
- Don’t use more than three fonts. Trust us on this one. If you use more than three fonts, your invitation will get you featured on an episode of Hoarders.
8. Hire an Artist to Create Hand-Drawn Graphics
If you truly want a stunning, one-of-a-kind invitation that will become a keepsake, then hire an artist to create custom graphics. A professional artist can elevate your invitation to the next level. Your printer can recreate their personalized, handcrafted design. The result is a bespoke invitation that perfectly expresses you and your event.
9. Follow Good Etiquette When Designing Invitations
When it comes to good manners, guests are usually under all the pressure. However, there are etiquette rules for hosts as well, and they start with the invitation.
- Send your invitation 6–8 weeks before the event.
- Provide 3-4 weeks for the RSVP deadline.
- Be clear about who is invited. Generally, you should include “plus one” in an invitation addressed to a single person.
- If children are allowed at your event, include “and family” on the envelope.
- If children are not allowed, don’t say “No children.” Instead, say, “Adults only, please.”
- Include the dress code and other pertinent information.
- Include information about what to bring, including gift registry information.
- Find a hotel that will offer discounts for your out-of-town guests, and include its information in the invitation.
Learn More About Designing Attractive Events at The Event Planner Expo 2024
Your invitation does more than tell your guests where to go and what time to be there. As the first glimpse into your upcoming event, your invitation sets the tone and expectations for your event. That’s why investing effort to get the colors and fonts right or striving for unique materials or artwork in your invitation will help make your event successful.
You can learn how to make your events even more successful when you attend The Event Planner Expo 2024. Jam-packed with industry leaders and educational sessions, The Event Planner Expo 2024 will help you plan successful events from invitation to take-down and everything in between. Buy your tickets today. It’s the one conference of the year that attracts the best of the best in events who are looking to improve their event planning skills and grow their businesses to new heights!
