Corporate Event Invitation Templates for New Attendees, Repeat Attendees, VIPs, and More. You Need These in Your Arsenal.

When it comes to corporate events, it may be the event schedule and content that works hardest at convincing people to attend, but those elements would never get a chance to impress if the event invitation hadn’t gotten attendees in the door! Whether you’re sending out personalized corporate event invitations or issuing a general invite to a large group, it’s important to make every word count.

Read on for templates for:

  • New attendees
  • Repeat attendees
  • VIP attendees
  • Exhibitors
  • Event sponsors

This Is What Makes an Invitation Effective.

While there are many different kinds of corporate events, when it comes to email invitations, there are a few simple rules that work for all. Whether you’re planning a corporate banquet, an industry trade show, or a team-building exercise, applying these rules can both induce people to read the email and stoke their interest in attending.

  • Make it quick – Don’t bore people with multiple paragraphs about your event. This isn’t the place for wordy descriptions—save those for the website. Better yet, ditch the wordy descriptions entirely, and write concise, informative copy for the event website too.
  • Put the most valuable information first, either in the subject line or in the first few lines of the body of the email – Don’t make recipients read to the very end to find out what it’s about.
  • Don’t just list what’s happening at the event – Tell your readers how they can benefit from attending.
  • Add interest with visual content – Visual branding, video clips or photos of previous company events, or even photos of speakers and guests will generate more interest than just another list.
  • Highlight your call to action – Add a CTA to both the top and bottom of your email, and add visual interest with branding or color.


Corporate Event Invitations That Work Harder

The above rules can work well for all kinds of events, but there’s still a certain amount of tailoring needed to craft the most effective business event invitations. The kind of wording you use will differ depending on the kind of event you’re holding. However, the most significant differences relate to who your recipients are. At a trade show, for instance, the goals of sponsors, exhibitors, and attendees are all different. The wording you use to invite them to take part must take this into account.

An Invitation Going to New Attendees

People who are new to your event may also be unfamiliar with, or even entirely new to, your brand. Since you may be introducing your brand, invitations for this group should focus not just on selling the event, but also on strong branding. Adopt a tone that’s informal, but not overly friendly. Remember that you’re inviting people to a corporate event, so it does need to remain professional.

Subject lines:

[NAME], You’re Invited to [EVENT] on [DATE]



[LOGO + CALL TO ACTION] Reserve Your [EVENT] Ticket Now

[EVENT DETAILS]: Name, Date, Time, Location

Dear [NAME],

Every year, [COMPANY] hosts over [ATTENDEE NUMBERS] people at [EVENT NAME], a [EVENT TYPE] dedicated to [attendee-focused objective].

You’re invited to attend [EVENT + YEAR], an [EVENT TYPE] that’s packed with an incredible [program/schedule/agenda], designed to help you [solve a specific problem/learn about a specific topic].

See the full lineup of [speakers/presenters/etc.], and grab your ticket at [EVENT website]. Buy before [DATE] to get your ticket at the early-bird rate.


An Invitation Going to Repeat Attendees

For people who have attended previous years’ events, offering discounted tickets can be a great way to boost attendance. Or an extra discount for early-bird ticket-buyers can help you boost early numbers, which can, in turn, help you attract more sponsors and exhibitors. The same informal but professional tone is appropriate here too.

Subject Lines:

Shhh… [EVENT + YEAR] Presale Starts [DATE]

[EVENT] Tickets at Extra-Low Presale Prices, Just for You!


[CALL TO ACTION]: Reserve Your Extra-Low Presale Ticket Now!

[EVENT DETAILS]: Name, Date, Time, Location

Dear [NAME],

It’s [EVENT] time again, and we’re back this year with a [program/schedule/agenda] designed to help you [solve a specific problem/learn about a specific topic].

For loyal attendees like you, we’re offering a special low presale discount, giving you an extra [DISCOUNT %] off the early-bird price.

See the full lineup of [speakers/presenters/etc.] at [event website]. Or click below and use the code [DISCOUNT CODE] to secure your super-discounted ticket right away.

Looking forward to seeing you at [EVENT + YEAR]!

illustration of bubble that says you're invited pointing to 2d map

An Invitation Going to VIP Attendees

In event terminology, VIPs are those people who pay a premium price to receive special event perks that regular attendees don’t have access to. VIP guests aren’t necessarily celebrities or big industry names, although it certainly helps if you can get a few of these on your attendee list.

VIP invitations are best sent in addition to regular event invitations, a few days or a week after the initial general invitation is sent. This allows people two ways to get a VIP ticket:

  1. By upgrading their standard ticket to the VIP version, or
  2. By buying a VIP pass outright if they haven’t purchased a ticket yet

People who are interested in buying a VIP pass want to know about event content, but they also want details about the perks they’ll be able to access. A successful VIP invitation is short and to the point, quickly making a few things clear:

  • Choosing the VIP package will make the event more valuable and more enjoyable.
  • The reader has been hand-picked to receive VIP benefits.
  • Availability of VIP perks is limited.

Use the same casual-but-professional tone as for other attendees—but focus less on the professional side of the event and more on the perks of being there.

Subject lines:

[NAME]: Your VIP-Only [EVENT] Experience Is Inside

[NAME], Discover Your Exclusive [EVENT] Perks Here!



[EVENT DETAILS]: Name, Date, Time, Location

Dear [NAME],

If you enjoy the finer things in life, you’ll love this year’s [EVENT] VIP package. Along with all the benefits of the standard event package, you’ll receive a host of exclusive perks to elevate your experience.

With perks like [VIP PERK 1] and [VIP PERK 2], you won’t want to miss out on this year’s VIP package. We can’t offer these to everyone, so click below to book your VIP pass right now!

[CALL TO ACTION] Reserve My VIP Pass

See you in the VIP lounge, [NAME]!

An Invitation Going to Exhibitors and Sponsors

Many event organizers send out email invitations that cover both exhibitor and sponsor recipients. This is generally done where it’s expected that there will be some overlap between the two groups, meaning that some exhibitors are likely to also want to purchase sponsorship packages.

Business event invitations for exhibitors and sponsors tend to use more formal and professional language as compared to those intended for attendees. It’s not necessary or productive to use calls-to-action that urge the recipient to “Buy Now,” as exhibitors and sponsors have a longer decision-making process. With more choices to make and a larger financial outlay at stake, they don’t respond to calls-to-action in the same way attendees do.

Another difference between attendee and exhibitor/sponsor emails is that invitations for exhibitors and sponsors tend to be longer and more detailed. For instance, it’s common to include full exhibitor and sponsor package information along with the email invitation, rather than simply referring recipients to a website as with attendee invitations.

hand writes on pink sticky note on top of paper planner

Subject lines:

[EVENT + YEAR] Invitation for Exhibitors and Sponsors


[EVENT DETAILS]: Name, Date, Time, Location

Dear [NAME],

This year, [COMPANY/ORGANIZER] will welcome [ATTENDANCE FIGURES] to the [YEAR + EVENT]. That means hundreds or thousands of leads and clients could be coming your way. We invite you to join us as an [exhibitor or sponsor], at the [VENUE] on [EVENT DATES].

Every year, [EVENT] attracts [DESCRIBE AUDIENCE PROFILE]. For [exhibitors and sponsors] in [RELEVANT INDUSTRIES], [EVENT] could be your most significant [OBJECTIVE] opportunity of [YEAR]!


  • Follow up the summary by highlighting networking and other events that may be of particular value to exhibitors and sponsors.

[YEAR] Sponsor and Exhibitor Opportunities

[LIST] Sponsorship packages, including full details of the cost and benefits of each package or sponsorship level

[LIST] Exhibitor packages, including full details of the cost of each package and what’s included

Build Sponsorship Into Your Strategy

To complete the invitation, you can opt to include a range of other details. Most exhibitors and sponsors appreciate having an email copy of important information before they commit to a booth or sponsorship package, rather than having to refer to a website. Some options include:

  • Full conference schedule
  • Venue layout for exhibitors
  • Exhibit rules and regulations
  • Deadlines for exhibitor registration, booth or sponsorship deposits, and copy for printed materials
  • Cancelation information and deadlines
  • Setup/teardown times
  • Any necessary payment information

Your corporate invites are what get the ball rolling on a successful company event. Without interest, there are no attendees, and without attendees, there is no event! Put these invitations into action to build a solid corporate event foundation.

Jack Connolly

Executive Creative Director

As an experiential creative director, Jack prefers to draw outside the lines. He tells stories with original content and impactful design to ignite meaningful conversation.


Jack brings 20 years of event industry knowledge to ProGlobalEvents. He specializes in building live & virtual platforms for audiences to connect, engage and immerse themselves in the power of a shared experience. His skills range from ideation and concept development to defining an attendee journey through storytelling and design.

Jack understands the creative process is not linear, but a collaborative process between agency and client. He manages teams of designers and technology developers to pioneer impactful brand experiences. His diverse skillset and leadership ensure for award-winning results and memorable impressions.


In 2019, BizBash named Jack one of the top event designers in North America. SXSW awarded his work the “People’s Choice in Innovation” in 2021.

Jerome Nadel

Chief Marketing Officer

Jerome Nadel is Internationally experienced design-led marketing executive (CMO and GM) with a track record of improved market position, revenue growth, and M&A. He is an advance degreed psychologist and user experience product/service design expert, board member and advisor.


Prior to joining ProGlobalEvents |ProExhibits |XtendLive, he has had a variety of chief marketing officer and chief user experience officer roles at companies including Rambus, BrainChip, Human Factors International, SLP InfoWare, Gemplus, and Sagem. He started his career in the IBM Human Factors Labs.


He is also an avid cyclist with National and multiple California State Champion titles.

Ivan Fujihara

Chief Financial Officer

Ivan brings 25+ years in senior level management experience from a variety of technology industries.  His background includes accounting management, analytics and audit management for technology companies.  He has worked with companies such as THX, Ltd, Recruitology , Double Click, Creative Labs and more.  Ivan has also served on the board of Lincoln Families, a non-profit that supports East Bay children with the objective of disrupting the cycle of trauma and poverty.

Matt Rulis

Vice President of Sales

Matt is a marketing professional and has been managing marketing strategies, campaigns and environments for a diverse client base for over 15 years. From a service perspective, Matt and his team of Account Executives focus on fostering relationships to uphold a greater than 99% customer satisfaction rating year-over-year. Additionally, with extensive experience on the client-side of the industry, he understands that alignment between expectation and budget is paramount to a successful project. As a result, ProGlobalEvents' clients can expect a competitive advantage paired with top quality products and services. Matt is an avid fly-fisherman, enjoys most outdoor activities and is a true college football fanatic.

Tom Foley

VP of Operations

Heading the fabrication side of ProGlobalEvents is exhibit and event industry veteran, Tom Foley. For over 35 years he has been responsible for building amazing exhibits and environments for clients. Tom started out in the production area and has broad experience in project and operations management. He currently oversees production, warehouse, graphics and project management departments. Tom studied machine tool technology and welding before entering the industry. As a true "builder" he also enjoys restoring and modifying classic American cars.

Dick Wheeler


Dick serves as President of ProGlobalEvents and President of ProExhibits and is a board member of CEMA (Corporate Event Marketing Association). At ProExhibits he has been nationally recognized as an innovator and driving force in the fast-growing trade show exhibit and event industry. Under his leadership in 1997, the firm received INC magazine’s INC 500 award as one of America’s fastest-growing companies. His informative articles on developments and innovations in the trade show exhibit and event industry have appeared in national trade publications. Dick has a B.S. degree from Wittemore School of Business & Economics at the University of New Hampshire and has completed the Entrepreneurial Executive Leadership Program sponsored by MIT, YEO and INC. He is actively involved in Vistage, an interactive group of over 20,000 CEO’s and presidents worldwide and is a member of CEMA and EDPA.

Jody Tatro

Chief Executive Officer

In addition to being CEO of ProGlobalEvents, Jody is also the CEO of ProExhibits. With Jody at the helm, the company has been recognized repeatedly as one of the Top 50 Women Owned Businesses in Silicon Valley. She has set the outstanding client service standards for which the firm’s account management team is noted. Jody is a recipient of the YWCA’s Tribute to Women Award, the Junior League Community Volunteer Award and is listed in Who’s Who of Women in Business. Following her graduation from California Polytechnic State University in San Luis Obispo, Jody held various sales positions in several technology companies.