How to create an event invitation form (+ Free templates, tips & more)
Today, a more cost-effective and customizable option is the event invitation form other than event invitation cards. This tool simplifies event management, whether for international meetings, business event invitations, or casual gatherings with friends. With an event invitation form, you can easily collect essential details like names, RSVPs, and contact information.
In this article, we will delve into the definition of an event invitation form, explore the compelling reasons for its use, outline the essential questions it should encompass, guide you on effective sharing methods, and provide expert insights to elevate your event invitation strategy.
What is an event invitation form?
The event invitation form is a tool to identify potential participants and their preferences and it includes personal, contact information, and RSVP details.
The information requested may include whether an additional person will be attending, food preference, and further information. With this form, you can simplify the RSVP process and efficiently complete even the most straightforward invitation by conducting your business professionally.
Why to use an event invitation form
An event invitation form helps gather RSVP responses and provides essential information to ensure your event runs smoothly. So, why should you use an event invitation form? Here are some reasons to use event invitation forms:
🎯Efficiency: Effectively capture RSVP and event details and collect attendee information.
🗃️Organization: Keep your attendee information in one place so you can access all details easily and effectively.
🎨Customization: Whether it is an international meeting, a meeting with friends, or a wedding, organize your form to meet all your needs.
🌐Accessibility: Collect information from your participants by easily sharing your form via email, SMS, text message, or social media.
📥Data Collection: Collect information that will be useful to you during the event before the start of the event, and avoid facing an unprepared situation.
10 Questions to ask in an event invitation form
Questions you use for your form are vital because they determine the quality of the overall success. For that reason, you need to pay attention while choosing the questions. We have gathered 10 must-ask questions for your event invitation form. To see or use them, you can check the event invitation form questions given below:
1. What is your full name?
2. Will you be attending the event? (Yes or No)
3. How many guests will you be bringing?
4. Do you have any dietary restrictions?
5. What is your preferred contact method? (via telephone, mail, text, etc.)
6. Do you need any special layovers?
7. Would you like to receive updates about the event? (Yes or No)
8. How did you hear about the event?
9. Are there any specific topics you’d like covered at the event?
10. Do you have any additional comments or questions?
How to share an event invitation form (step-by-step)
Now that you have a solid understanding of what questions to ask let's delve deeper into the detailed steps involved in creating an engaging and effective event invitation form on forms.app. This guide will ensure that your invitation captures all the necessary details and impresses your attendees.
1. Select a template or start from scratch
Choose a beginning option
On forms.app, you can start creating a form from scratch to create a more unique form. However, you can use the event invitation templates for free if you don’t have enough time to prepare your own form. You can also use forms.app AI to create your form and start editing it within seconds.
2. Add your own questions or edit them
As we mentioned before, questions are the most important part of your form. In this step, you can use the existing questions in our ready-to-made template or add your own questions based on your specific needs. If you need further examples, you can check the example questions given below.
Add your event invitation questions
forms.app offers various types of questions to use in your form. From single selection to picture selection, you can drag&drop lots of question types to your invitation form. You can check various types of questions and use them so as not to bore the respondents.
💡Tip: Don’t forget to collect the essential contact details for your invitation form.
3. Add additional details if you need
From the section on the left side of your screen, there are many additional contents that you can add to your form:
Add the essential fields
- Essentials: This section includes the way you want your responses. These are cover, logo, short text, long text, single selection, yes/no, multiple selection, dropdown selection, picture selection, and number.
- Contact Details: These are the basic information an attendee needs to provide. These include full name, email, address, and phone.
- Uploads: This section provides tools that help attendees upload images and files or add some drawings to the form if you need any.
- Date & Time: If you want to add some limitations on time or date, you can select one of these tools: timer, dater, time.
- Legal & Consent: Because some forms include personal information, you must get the consent of your attendees that you will not use this information without the attendee's consent. This section contains terms & conditions and a signature.
- Media & Structure: To organize the shape of your form, you can select various tools from this section: page break, field group, grid, explanation, image context, separator, and masked text.
4. Save & Share your form
Share your form
You can click the save and share button when you finalize your event invitation form and add all the details you wish your attendees to respond to. You can select how you want to share your form or embed it into your website.
5. Enable email notifications
Customize the notification settings
On forms.app, you can customize notification emails for yourself or respondents for each form by sending email invitations. Additionally, you can opt to receive push notifications for each submission.
5 Expert tips for event invitations forms
To make your event invitation forms more effective, design an attractive layout, use concise language, personalize questions, and apply conditional logic. Adding interactive elements and offering multiple response options can also enhance engagement and efficiency.
✨Keep it simple & attractive: You are not making an interview with the attendees. So, ask simple and necessary questions and use vibrant colors so that people will be attracted more easily.
📲Make it mobile-friendly: As many people use their mobile phones for daily chores, your form needs to work efficiently on mobile devices.
🧠Use conditional logic: Show or hide some questions regarding the previous questions to make them more personal and unique. These can all be done in custom designs in forms.app.
🔎Test before sending: Always test your form to ensure all links work and the questions are clear and concise.
📅Set a deadline: To avoid last-minute responses, you must add a deadline to both your forms by using tools in the forms.app or inform the receivers of a deadline in the email text.
Conclusion
In conclusion, utilizing event invitation forms as your primary invitation tool proves invaluable. forms.app empowers you to customize your invitations to align with the preferences of your attendees. Whether for corporate event invitations, networking event invitations, business meetings, or even virtual events, this approach enhances the personal touch, enabling a more efficient and thoughtful design of your events.
In this article, you have learned what an event invitation form is, why and how to use it, how to make it more specific to your event, and as an invitation maker, what are some expert tips for event success.
So, start creating your perfect event invitation form on forms.app today and take your event planning to the next level!
