Work & corporateFormal: polished and preciseWorkshops

Workshop or training session invitation

A clear, professional invitation for a workshop: what attendees will leave with, what to bring and how to book their place.

When to use it

  • You're running a workshop, training session or masterclass, inside a company or open to the public.
  • Places are limited and you need people to register, not just say yes.

Preview

Workshop

Planning your first team offsite

  • Tuesday 8 December
  • 9.30am to 12.30pm
  • Training Room 2, 50 Queen Street

Register by Monday 30 November

The card shows example details until you add your own.

Your details

Optional. Anything you type goes straight into the wording. Nothing is sent or saved.

The wording

Email subject

Workshop invitation: [Workshop topic], [Date]

Hello,

You're invited to a hands-on workshop: [Workshop topic].

Date: [Date]
Time: [Time]
Location: [Location or video link]
Facilitator: [Facilitator]

By the end of the session you'll have:
- [outcome 1]
- [outcome 2]
- [outcome 3]

Please bring [What to bring]. Tea, coffee and a light morning tea are provided.

Places are limited. Please register by [Register by], and tell us about any dietary or access requirements when you do.

Kind regards,
[Facilitator]

Words in [brackets] are the details to fill in, here or after you paste it.

Variations

The same invitation, adjusted for a different setting or channel. Your details carry over.

Online workshop

For a video call: adds tech checks.

You're invited to an online workshop: [Workshop topic], on [Date], [Time], with [Facilitator].

The session runs on [video platform]. You'll receive the link when you register. Please join five minutes early to check your audio and camera, and have [What to bring] handy.

Register by [Register by]: [link].

Internal training reminder

For mandatory or recommended staff sessions.

Hi team, a reminder that [Workshop topic] runs on [Date], [Time], at [Location or video link]. Please book your place by [Register by] and bring [What to bring]. [Facilitator]

What to ask in the RSVP

Ask only what changes your plans. For this kind of event, that's:

  1. Name and emailTo send joining details and any pre-reading.
  2. Session choiceOnly if you run the workshop more than once.
  3. Experience level: new / some / experiencedHelps the facilitator pitch the session. Leave it out if it won't change anything.
  4. Dietary or access requirementsCatering, room set-up, captions or materials.

Leave out

  • Long "what do you hope to learn" questions: few people answer them, and the program is set.

More on this in what to ask guests when they RSVP.

Tips before you send

  • Send it three to four weeks ahead, with a reminder two days before.
  • Lead with what people will leave with, not the agenda.
  • If you have a waitlist, say so, and ask people to cancel if their plans change.

Sending it by email, text or WhatsApp, and tracking replies

  • Email: paste the wording into a new message, use the subject line above, and put guests in BCC if they don't all know each other.
  • Text or WhatsApp: use the short version. Send it to each guest, or to a group chat if everyone already knows each other, and pin it so the details are easy to find.
  • Tracking replies: for a handful of guests, a note on your phone works. For more, collect answers in one place, like a shared spreadsheet or a simple online form with the RSVP questions above.
  • EvntBuild: event software that will send invitations by email, text and WhatsApp, with RSVP forms that only ask what applies and replies kept in one place. It's opening soon and isn't live yet. Join the EvntBuild waitlist to hear when it opens.