Guides
Invitations for association events
An association event brings together members, helpers and guests. An invitation that reaches everyone makes the day itself calmer.
Starting point
An association event gathers very different groups: members, their families, invited guests and helpers. Each group needs its own message and often its own quota so the number of places fits the room and the kitchen.
Because preparation happens on the side and the same few people carry it, the invitation must work without manual effort. A clean list, a number known early and promotion after cancellations save nerves on the day.
Steps in order
Create the event page
Create an event with description, date, place and registration. The page has a stable address you can share by link, poster or association letter.
Separate ticket types
Create one ticket type per group with its own quota, for example members, outside guests and helpers. That shows early how many places each group has used.
Send the invitation
A message goes to the whole guest list or only to a filtered group, for instance members only. Recipients are chosen by status or ticket type.
Collect replies
Set a deadline for replies so the number for food, drinks and seats is clear early. Anyone who has not answered is reminded in time.
Send a reminder
Before the event, Eventwerk reminds guests of date and time without manual follow-up, keeping the confirmed number reliable.
Use the waitlist
When a quota is full, interested guests join the waitlist. After a cancellation the next guest moves up within a short deadline, without phone calls.
Typical mistakes
Maintaining the list by hand
Duplicate entries, forgotten members and inconsistent spelling cost time and lead to wrong numbers.
Sending without a filter
Sending without choosing recipients reaches groups you did not mean and annoys them.
No deadline
Without replies, the number for food and room stays unclear until the last moment.
No promotion
Without a waitlist, places stay empty after cancellations even though interest remains.
What Eventwerk handles
Eventwerk bundles invitation, reply and promotion on the same event. You pick recipients by status or ticket type, set a reply deadline and send reminders before the event.
Referral codes help when members bring further guests while the count stays clean. Invitations and reminders can go out bilingually, reaching guests without German.
- Messages to selected groups
- Deadline for replies
- Reminders before the event
- Waitlist with promotion
- Referral codes for further guests
- Bilingual invitations
This guide is not legal advice. For legal questions, contact your data protection officer or your legal advisor.
Put what you just read to work on an event of your own.
Create an event, open the event page and test the guest list, check-in and reminders with a small group.