Invitations and RSVPs

Below are some considerations for planning invitations, guest lists and RSVPs.

  • The style of the invitation should provide an idea of the nature of the event, such as formal or casual.
  • The invitation should tell invitees the who, what, why, when and where of the event.
  • Include the following:
    • Host name(s)
    • Date and time
    • Directions (include a small map if possible)
    • Parking information
    • Address
    • A space for invitees to note dietary restrictions
  • If the chancellor’s name is on the invitation or if the chancellor has a significant role in the event, obtain Chancellor’s Office approval before sending the invitations.
  • Use logos and wordmarks in accordance with the NC State brand.
  • Contact University Communications and Marketing or an outside design firm for assistance with designing invitations and RSVPs.
  • Create a guest-list database, paying attention to special invitees such as elected officials, the UNC system president and Board of Governors, the NC State Board of Trustees and Board of Visitors, and other NC State board members. In the case of groundbreakings and dedications, consider inviting architects and building contractors.
  • Set a response deadline of at least 10 days prior to the event.
    • Consider whether you want acceptance-only responses.
    • Enclose an RSVP with a postage-paid return envelope.
      • Order invitations/RSVPs six to eight weeks prior to the event.
      • Mail invitations/RSVPs four to six weeks prior to the event.
    • Establish a voice mailbox to acknowledge receipt after hours.
    • Return acknowledgement should be made, so designate a contact person and email address for responses.