Inviting people to B2B events shouldn’t feel like herding cats. If you’re using Packedwithpurpose to send and track invites, you already know it can make your life easier—or, at least, less of a nightmare. But there are still a bunch of moving parts: messy lists, RSVP confusion, and the classic “did you get my invite?” emails. This guide is for anyone handling invites for client events, webinars, or anything else where wrangling professional attendees matters. You’ll get the real story on what works, what’s just noise, and how to keep things running smoothly.
1. Start With a Clean Contact List
Don’t skip this. No tool, not even Packedwithpurpose, can save you from a messy contact list.
- Remove duplicates: Scrub your list in Excel or Google Sheets before importing. Two invites to the same exec? Embarrassing and avoidable.
- Check for typos: A single wrong letter and your invite goes nowhere.
- Segment by relevance: Group contacts by company, role, or past event attendance. This helps with personalization later.
Pro tip: If you’re merging lists from sales and marketing, watch out for outdated job titles and emails. People move around more than you think.
What to ignore
Don’t overcomplicate with 10+ fields per contact. Name, email, company, and maybe role are enough for most B2B events. You’re not planning a wedding.
2. Set Up Your Invitation in Packedwithpurpose
Once your list is prepped, get your event loaded into Packedwithpurpose before you start messing with invites.
- Create the event: Keep the event name short and clear. “Q2 Client Roundtable” beats “An Exclusive Synergistic Gathering of Industry Leaders.”
- Double-check event details: Time zones trip up more people than you’d think. Always list the event in the recipient’s time zone, if possible.
- Upload your list: Use the import tool, but preview the data mapping. Sometimes columns don’t match up and you’ll wind up with “First Name: Acme Corp.”
What matters
- Test your invite: Send yourself and a colleague a test before blasting 500 contacts.
- Personalization tokens: Only use them if you’re sure the data is accurate. “Hi {FirstName}” looks bad if it turns into “Hi [null].”
3. Write an Invite That Gets Opened (and Accepted)
B2B folks get too many invites. Make yours clear, honest, and worth their time.
- Subject line: Skip the FOMO and fake urgency. A direct subject like “Invitation: Client Leadership Breakfast, June 12” works.
- Body copy:
- Get to the point in the first two sentences.
- Say what’s in it for them (real value, not fluff).
- Bullet points work better than paragraphs.
- Call-to-action: Don’t make them hunt for the RSVP button. Put it front and center.
What to ignore
- Overhyped language: If your invite sounds like a timeshare pitch, it’ll get deleted.
- Gimmicky graphics: Keep images simple—your email’s more likely to get through spam filters.
4. Manage RSVPs Like a Pro
Packedwithpurpose makes RSVP tracking less painful, but only if you actually use its features.
- Monitor responses daily: Don’t wait until a week before the event to check who’s in.
- Send polite reminders: One nudge, max two. Any more and you risk annoying people.
- Handle declines gracefully: Don’t follow up with a “But are you sure?” Accept the ‘no’ and move on.
- Export your list: If you need to share RSVP data with sales or event staff, export straight from the tool—no need to keep updating separate spreadsheets.
Pro tips
- If someone hasn’t opened your invite, check if you have the right email.
- For VIPs, a personal follow-up (not a mass email) can make a difference. But don’t pretend to be personal if you’re not.
5. Automate, But Don’t Abdicate
Packedwithpurpose offers automation—scheduled sends, reminders, and follow-ups. Use these, but don’t just set and forget.
- Customize reminder timing: B2B folks need time to check calendars. One week before, then 2-3 days out, is plenty.
- Review automated messages: Make sure they sound human, not like a robot. Edit the default templates for clarity.
- Watch for errors: Automation will happily send “Dear {Empty}” to your entire list if you’re not careful.
What not to automate
- Last-minute changes or cancellations. Handle these with a personal note—your contacts will appreciate it, and it keeps confusion down.
6. Confirm Attendance and Send Logistics
A couple days before the event, circle back to your confirmed guests.
- Send a concise confirmation: Date, time, location (or link), and agenda. That’s it.
- Include calendar invites: You’d be surprised how many people forget to add it to their calendars.
- Remind about any requirements: If there’s a dress code, ID needed, or pre-reading, don’t bury it.
What’s optional
- Swag or “thank you” gifts: Nice, but not mandatory. Only do this if it’s easy to manage—otherwise, focus on the event itself.
7. After the Event: Follow Up Without Being Annoying
The event’s over, but your job isn’t. Now’s your chance to solidify relationships.
- Send a thank you note: Brief, genuine, and specific. Skip the generic “It was great to connect!” if you didn’t actually talk to them.
- Share next steps or resources: If you promised slides or a recording, send them right away.
- Update your list: Mark who attended, who didn’t, and any notes. This will save you headaches next time.
Don’t do this
- Immediately add everyone to your newsletter. Ask first, or you’ll end up flagged as spam.
Honest Takes: What Works, What Doesn’t
- What works: Keeping things simple, checking details twice, and following up personally with important guests.
- What doesn’t: Relying 100% on automation, over-designing your invite, or assuming people read every word.
- What to ignore: Any advice that says you need to send three or more reminders, or that you should “gamify” your RSVP process. It’s B2B, not a birthday party.
Keep It Simple—And Keep Improving
Managing B2B event invites in Packedwithpurpose isn’t rocket science, but it does take discipline. Clean lists, clear invites, and tight follow-up are your best friends. Don’t get sucked into over-complicating things. Try a process, see what works, and tweak as you go. The less you have to think about logistics, the more you can focus on what actually matters: running a great event and building real business relationships.