For organisers A team gathering people want to join
A gathering is decided by its invitation. When people can tell whether they can come — and that it is fine not to — the people who want to be there will be.
Put the seven points below into the invitation and the organiser’s load goes down too. A template you can copy is at the end.
Seven things to put in the invitation
1State the purpose in one line
“Meet the new members”, “close the quarter” — say what the gathering is for in the first line. When the purpose is clear, people can decide for themselves.
2Do not assume attendance
Avoid “everyone attends” or “attendance expected”. “Join if you can” and “no need to reply if you are not coming” remove the cost of declining — so those who come are those who want to.
3List the options for people who do not drink — first
Mention non-alcoholic drinks, soft drinks and food before you mention beer. Nobody is asked why, nobody is pushed to order — and the invitation itself says so.
4Fix the time — and how it ends
Give both a start and an end time, and add “we finish at the end time; there is no after-party”. Say that leaving early is fine, so people with plans can still join.
5Be clear about who pays
One line: company pays, individuals pay, or a split. If individuals pay, say how and when. If the amount is not fixed yet, say you will confirm it.
6Choose the place by how little travel it takes
Pick somewhere close to the office — or the office itself. Less travel means the end time holds and the decision to come is lighter.
7One question to ask afterwards
“Should the next one be the same? If not, what would you change?” Ask just this, of people who came and people who did not. The next invitation gets better from the answers.
Template Invitation template — ready to use
Fill in the brackets and paste into your email or chat.
Subject: [Purpose] — a get-together on [date]
We are holding a short get-together to [purpose]. Join if you can — no need to reply if you are not coming.
When: [date], [start]–[end] (we finish at the end time; no after-party; arriving late or leaving early is fine)
Where: [venue] ([how to get there from the office])
Drinks and food: non-alcoholic drinks, soft drinks and food are available. If you do not drink alcohol, come as you are.
Cost: [company pays / individuals pay (how and when) / split]
To join: let [name] know by [date] via [method].
Organiser: [name]
Venue Talk to us about a venue
Craft Beer Tap FAM333 offers private hire and catering at your office or venue. Drinks and food for people who do not drink are part of the plan from the start.
Book the whole venue
Leave the venue and the running of the evening to the bar. The organiser gives the toast.
Bring it to your venue
Staff pour fresh from the tap at your office or event space. Set-up and clearing away included.
For corporate inquiries, Gains Line sends the first reply.
Drinking by persons under 20 years of age is prohibited by law.