Email invitations for eventsPersonalized. Automated. Tracked.
AirLST sends email invitations for events in your own design and from your own sender address, with a personal RSVP link for every guest. Each reply updates the guest list, and confirmations, tickets and reminders go out automatically based on guest status. You see every invitation from delivery to RSVP.
Event marketing starts with the event invitation.
Logo, images, colors and sender come from you. Guests see your event, not a tool.
Merge tags pull from the guest list. Every invitation is personal, with no manual mail merge.
Invited, confirmed, declined: the status triggers the right template, automatically.
Delivered, opened, clicked and registered, in one system instead of two.
An invitation from you. Not from a software vendor.
The email editor works with blocks: heading, paragraph, image, button, divider, list, social links, video or custom HTML. While you build, you see the invitation exactly as guests will, on desktop and on mobile.
Dear {{contact.first_name}},
We would love to welcome you to {{event.name}}. Your seat is reserved, a quick RSVP is all we need.
Save the date, invitation, registration confirmation, cancellation, event app invite: each template has its own name, subject line, type and layout.
Copy a proven template into your next event with one click and only change the date and venue.
You design transactional templates freely; system templates such as the double opt-in confirmation are predefined and compliant.
2,000 guests. 2,000 invitations that fit.
At send time, merge tags pull data from the guest record and the event: greeting, name, company, event name, date in the right format, venue and the personal registration link. If the venue changes, you change it once, not in 2,000 emails.
- Merge tags everywhereIn the subject line, the body, the button link and even in CC and BCC, for example to copy a guest's assistant automatically.
- Dates in the guest's languageThe date is formatted by each guest's preferred language and time zone, with no extra versions to maintain.
- The personal linkEvery guest gets their own registration link, so the RSVP lands in the right record and sets the status.
Dear Emma,
We would love to welcome you to Brand Summit 2026. Your seat is reserved, a quick RSVP is all we need.
Your name in the inbox. Everything attached.
Guests see the sender first, then the subject line, then the content. That is why you set the sender name, sender address and reply-to address for each template, and attach what guests need once they accept.
- Verified sender identityYour own sender addresses are set up as sender identities; AirLST verifies the email address and the domain so the invitation reaches the inbox, not the spam folder.
- System attachmentsTurn on the calendar file (.ics), PDF ticket and wallet ticket per template. Guests don't have to add the date themselves and have their ticket before the event.
- Your own attachmentsAgenda, directions, terms of participation: any file can be attached to the template instead of a second email.
Guest status decides which email goes out.
Any template can be tied to a status. When a guest accepts, the confirmation goes out automatically, with ticket and calendar file. When they decline, the cancellation. And guests who haven't replied get a targeted reminder, not the whole list.
| Template name | Subject line | Email type | Send on status | |
|---|---|---|---|---|
| Save the Date | Save October 24 | Transactional | manual | |
| Invitation | Your invitation to {{event.name}} | Transactional | Invited | |
| Confirmation | Registration confirmed | Transactional | Confirmed | |
| Cancellation | Registration cancelled | Transactional | Declined | |
| Reminder | Three days to go | Transactional | manual | |
| Invitation Event App | Your event app for {{event.name}} | Transactional | manual |
Dear Emma,
We would love to welcome you to Brand Summit 2026. Your seat is reserved, a quick RSVP is all we need.
Invited triggers the invitation, confirmed the confirmation, declined the cancellation. Whether the guest or your team changes the status, the email goes out either way.
Straight from the filtered guest list: pick a template, check the recipients, send yourself a preview, send. The reminder only reaches guests who haven't responded.
The sent emails list shows sender, recipient and subject. In the guest record, messages sit under "Messages", not in somebody's personal inbox.
See what actually reaches your guests.
Email statistics show, per template and across all sends, whether a message was delivered, opened and clicked, and where it bounced. Because registration runs in the same system, tracking doesn't stop at the click; it ends at the RSVP in your guest list.
- Delivered, unread, opened, clicked, bouncedFive metrics per template, plus a seven-day trend of delivered, rejected, bounced, opened and clicked.
- Tracking you controlOpen and click tracking can be switched on or off per event. Delivery and bounces are always measured.
- From numbers to action"Delivered but no response" becomes a filter in the guest list, and that filter becomes the reminder to exactly this group.
| Template | Delivered | Opened | Clicked |
|---|---|---|---|
| Invitation | 1,968 | 1,412 | 806 |
| Confirmation | 428 | 387 | 302 |
| Reminder | 556 | 308 | 171 |
Who may receive what is stored on the guest. With history.
Event communication and marketing are kept separate. Confirmations, tickets and event information reach guests as transactional messages; promotional emails only go out with documented consent. Both are logged per guest with status, timestamp and who made the change.
- Event opt-in historySubscribed or unsubscribed, when and by whom: the history records every change, filterable by guest and date range.
- Marketing opt-in historySeparate from event emails, with its own status, consent date and the user who made the change.
- Double opt-in as a system templateThe confirmation email for registrations is predefined as a system template and runs automatically.
| Status | Name | Created |
|---|---|---|
| Subscribed | Emma Carter | Sep 11, 5:53 PM |
| Subscribed | Jonas Winter | Sep 11, 5:53 PM |
| Unsubscribed | Sofia Reyes | Sep 10, 8:21 AM |
| Subscribed | Lena Hart | Sep 9, 2:02 PM |
| Pending | Felix Adler | Sep 9, 11:40 AM |
TISAX is the information security assessment standard of the automotive industry. Consent logged per guest, access controlled by roles and permissions. Details in the Trust Center.
The invitation is the first step of a process, not a newsletter.
Guest list, invitation, registration, ticket and check-in all work on the same guest record. That is how the confirmation knows who accepted, and the reminder knows who didn't.
Event CRMContacts across all events
Guest List ManagementOne source of truth for the whole team
Event Website BuilderLanding pages without code- You are here
Invitation EmailsDigital invitations in your brand design 
Event RegistrationForms, RSVPs, plus-ones
Event TicketingTamper-proof QR tickets
Seating ChartsTables and seats from the guest list
Workflow AutomationAutomate workflows
Event AppAgenda and ticket on the phone
Event Check-inScan instead of search at the door
Access ManagementCheck-in, badges, gates: the whole entrance
Name BadgesPrinted on arrival
Lead RetrievalScan leads at the booth
Event SurveysPost-event feedback
Reporting & AnalyticsAttendance, no-shows, reporting
API & IntegrationsConnect CRM and IT
AI integration (MCP)Connect Claude, ChatGPT or Copilot
Besides email, AirLST also sends text messages to guests, for example as a reminder on the day of the event. After the event, event reporting shows the RSVP rate for each invitation.
What are email invitations for events?
Email invitations for events replace the printed card and the PDF attachment with a personal email that is connected to online registration. Each guest receives a message in the host's design with their own RSVP link. One click to accept or decline sets their status in the guest list, so nobody has to type replies into a spreadsheet.
The difference from a newsletter tool is that connection to the guest list. Invitation software knows every guest's status: who is invited, who has accepted and who hasn't responded yet, and it shapes the next message accordingly. A series of emails becomes a managed process. Where a printed invitation is still wanted for special guests, a QR code or short link on the card leads to the same online registration.
What to include in an event invitation email
Occasion, date, time and venue belong in the first lines, so guests can decide within seconds. Add a personal greeting, one clear RSVP button and the date by which you need a reply. The design should carry the host's brand: logo, colors, imagery. A professional subject line names the event and makes clear the invitation is personal, for example "Your invitation to Brand Summit 2026".
Everything guests need after they accept belongs in the invitation or the confirmation: the calendar file, the ticket with QR code, directions and a contact person. The fewer follow-up questions, the less work for the event team. In AirLST, the calendar file, PDF ticket and wallet ticket can be turned on as system attachments per template, and your own files such as an agenda can be added.
Personalization and merge tags
Personalization starts with the greeting but goes well beyond it. Merge tags insert values from the guest record and the event into the subject line and body at send time: first and last name, company, event name, date in the guest's language and time zone, venue and the individual registration link.
The personal link is the most important merge tag. It ties every reply to one record, so guests don't have to re-enter what you already know on the registration page, and their RSVP sets their status directly. In AirLST, merge tags also work in CC and BCC fields, for example to copy a guest's assistant automatically.
Why mail merge falls short
A mail merge from Word or a newsletter tool works for the first send. The trouble starts afterwards: who accepted, who gets the confirmation, who gets the reminder? The answers sit in inboxes and spreadsheets, and every message has to be addressed to the right group by hand. With several messages per event and several people on the team, duplicates and gaps creep in.
Invitation management ties every template to a guest status. The invitation goes out on "invited", the confirmation on "confirmed", the cancellation on "declined". When the status changes, whether the guest uses their link or your team updates the guest list, the matching email is triggered. The reminder only reaches guests who haven't responded, because the selection comes from their status, not from a copy of the list.
From save the date to follow-up
A typical sequence has five to six messages: the save the date as first contact, the invitation with the personal RSVP link, the registration confirmation with ticket and calendar file, one or two reminders for guests who haven't replied, event information with directions and agenda shortly before the day, and a follow-up with thanks, a recap or a survey afterwards.
All messages work on the same guest record. Guests who accepted get no more reminders; guests who declined get no event information. After the event, event reporting shows the RSVP rate per invitation and attendance from check-in, as a basis for your next invitation.
Corporate event invitations and client events
An invitation to an internal company event and one to a client event differ in sender and formality, not in the tool. Internally, an invitation with RSVP and calendar file sent to departments is often enough; externally, the personal sender, your corporate design and an RSVP that sales can see right away matter most. Both follow the same sequence: save the date, invitation with personal link, confirmation with ticket, reminder, follow-up. Examples by occasion are on the pages for corporate events, conferences and corporate hospitality.
Deliverability, sender and consent
An invitation only works if it arrives. That takes a verified sender: in AirLST you set up your own sender addresses as sender identities, and the email address and domain are verified. Delivery and bounces are always measured; open and click tracking can be switched on deliberately, so you decide how much you measure.
Consent is documented per guest. AirLST separates the event opt-in for transactional messages such as confirmations and tickets from the marketing opt-in for promotional emails; both histories record status, timestamp and who triggered each change. The double opt-in confirmation runs automatically as a system template. AirLST is GDPR compliant with hosting in Germany and is TISAX assessed (TISAX is the information security assessment standard of the automotive industry); details are in the Trust Center.
Email invitations for small and large events
Whether it is a client event for 80 guests or a conference with 3,000 attendees, the requirements for event invitations differ in scale, not in principle. Corporate events need the invitation to come from your own company sender, VIP events and premieres a personal approach with plus-one and ticket, conferences several waves from save the date to event information, and trade shows time slots per program item in registration.
- Corporate events: internal invitations by department and location, with calendar file
- Conferences: multi-step communication to hundreds of attendees, reminders by status
- Corporate hospitality: personal invitation, plus-one, ticket with QR code
- Trade shows: invitations with time slots and guest groups per program item
Hosts such as Zalando, ProSiebenSat.1 and Munich Airport send their invitations with AirLST. Projects and results are on our customers page.