by october henson davis (Iota Chi, middle tennessee state university), associate director of volunteer and alumnae engagement
Think back to a time when you received an invitation to an event. It could have been to a birthday party, a wedding, a work function or a small gathering with friends. How did it make you feel? Were you surprised to be invited? Did you feel excited that you would have the chance to celebrate with them? Was it a group that you’ve been growing closer to and hoping to be included in? When we think about belonging, we should consider one important thing: belonging starts before the gathering!
It is easy to think about creating a sense of belonging when you picture the moment people arrive at your event, introducing them to others and helping them integrate into conversations. But belonging actually begins much earlier! The invitation is the first opportunity you have to help someone feel like they belong. The way we invite others to events can communicate more than just the event details. It can help to say, “We thought of you and want you to be here!”
Make the invite feel personal
Using mass email communication can help you communicate the details, but a personalized text or phone call can share why you want someone to be there. Consider reaching out to someone personally who you haven’t seen in a while or who might be attending an event for the first time. It can be intimidating to come back into the fold after a time away or to attend your first event as a new member. Something as simple as “I’d love for you to join us! Can I meet you outside the event so we can walk in together?” makes all the difference to help someone feel connected!
Remember: We can all get involved with inviting others to events! It is not just the duty of the event host to help others feel invited and like they belong. Consider how you as a member can extend the invitation to others in a personal way.
diversiFy the way you share the information so it doesn’t get missed
Even the most thoughtful invitation won’t create connection if someone never sees it. Instead of relying on one invite email or an announcement during a meeting, think about how you can share the invitation in various places to spread the word. A few ways to share your message widely:
Send a text or DM for a personalized and quick message.
Use email to highlight event details and target large groups. Emails are easier for members to save and refer back to.
Share on social media to create excitement and encourage others to share if they’ll be joining.
Pick up the phone and call a sister who you’d like to personally connect with and who might need more intentional outreach.
Deliver a handwritten note or invitation if you want the invitation itself to feel special.
Make it easy to add to the calendar by sharing an event from your Google or Outlook calendar.
Invite someone in conversation when you are with sisters at another event or gathering. Don’t forget the power of connecting with others to make your invitation feel special!
Your goal shouldn’t be to use every platform for every event. You should strategically use platforms that amplify your message based on the audience that you are hoping to target. Sometimes this can take a bit of trial and error to learn where your members prefer to get their information and updates.
consider generational preferences
There will never be one perfect way to communicate with everyone. Different generations, and the different people within those generations, will have different preferences about how they receive information and engage. Some may prefer a personal text while others would rather see your invitation on social media. For example, Gen Z repeatedly shares with us they are not using Facebook like older generations and don’t plan to create a profile just to receive event invitations. You’d cast a wider net by sending an email, posting on Instagram and Facebook, and sending targeted texts to members you’d like to see at the next event.
Meeting members through the platforms/channels they already use can make an invitation feel more accessible, relevant and personal – ultimately leading to your invitees feeling like there is a place just for them at your event!
help your attendees picture themselves at the event
When drafting the content for your invitation, consider how you can help attendees see themselves at your gathering. The time, date and location are important, but those details can fall flat when a member is unable to picture what it might feel like to attend the event. Instead of “Join us on Thursday,” share what they might experience, such as “Come join us Thursday for an evening of connection with sisters while you learn a new skill from Sally! No experience is required, and everyone is welcome to participate.”
When our members can imagine what the experience will feel like and that there are no requirements (age, experience, etc.), they are better able to see themselves as a part of it!
answer the unspoken questions
We have all been the new person at an event or the person trying something for the first time – it can be intimidating! By answering those unspoken questions in your invitation, you are helping to ease some of those jitters. Is it OK to come alone? What is the attire? Should I bring something? Where should I park? Will I know anyone there? It is important for hosts to help our attendees replace uncertainty with confidence!
You could consider adding language like:
“Not sure what to expect? Here is what you need to know!”
“Follow these steps to gather what you need for the event.”
“Everyone is welcome, and no experience is required. Bring a friend with you!”
“If you’re attending solo, no problem! We can’t wait to meet you, and we will help you meet new sisters.”
We saved you a spot!
Belonging starts with helping our members know that we have space for them! It’s more than just planning for the moment they arrive – it’s about the interactions that lead up to that moment, too! A thoughtful invitation helps our members feel remembered and considered. Clear communication and details can help them feel more comfortable. The next time you’re planning an event, remember to consider not only how you’ll welcome sisters but also how you can help them feel they belong before they arrive!
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Did you learn something meaningful from this Note of Belonging? We invite you to share your story of belonging through your Alpha Chi Omega journey or recommend a sister to do so!