Inviting participants to a presentation session might sound easy to do. Especially in this digital era. The question is, what kind of method that suitable enough to our condition and can guarantee the attendance of our invitees? Let's digest further on several methods below that can help you to choose which way works best.
Email invitation is quite common now, but make sure you are not only sending the information of your presentation. Try to grab the advantage of email by having URL Link (hyperlink) to your website or online registration form / any kind of online RSVP which can be explored immediately by audience if they really serious want to reserve their seat. You also can save a lot of expenses since they are free of charge (except you are using several paid email service that allow you to send and track the recipient. However, make sure you are using valid email address to avoid your email ends in a spam/junk folder (use company domain email or official website email name). Would be best if you can combine with phone follow up if there is no further confirmation from the recipient after 3 days (or based on your own timeline).
The advisable method is invite directly through phone call. By having conversation verbally, you can make sure that your information is well received and get direct feedback about their attendance. If they are asking to call back/reserve later since they need to check on their schedule availability, then offer them a quick line via WhatsApp or you may call back few days later. Be polite and respectful in having conversation with the prospective participants since both of you are totally strangers. You can also break the ice by informing why they are selected to be offered/invited to this program (is it because of a special collaboration between your company and their company for instance).
Invitation via Printed Letter
In this modern era, printed letters are considered to be very old school. Don't get me wrong, sometimes print letters are considered as proof of your seriousness in inviting someone. Print letters are also more personal and bring the exclusivity of the event. Never forget to write down the contact (telephone / email) that can be contacted so that participants can RSVP as soon as possible.
Invitation via the Social Media Network
If your invitation target is mostly owning social media such as Facebook, Twitter or Instagram, it's legitimate to invite via social networks. However, don't expect too much because they might not always open and check their social account. This method is suitable if you want to do a promotion or sharing information related to presentation session / topics to be discussed (and moreover if you are creating a paid presentation session). However, if you want to make a special and exclusive invitation, it is better to use methods other than through social media. To invite properly through social networking method, you can create simple design poster that contains session information accompanied by captions of inviting words in the comments column.
Whatever method you choose, make sure that the information and the purpose of the presentation are described as clear as possible. This is to avoid confusion and repeated questions from prospective participants. If possible, make sure you have a team that can be contacted during working hours. Also use the same design assets as the slide design of your presentation, contact DoctorSlide for further concept development and presentation design services.
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Disclaimer: this article originated written in Bahasa and being translated using Google Translate hence please understand if there's any mistake of tenses and/or misunderstanding that occurred. Read the original version by switch this web to Bahasa version on upper right button. Thank you for reading!
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