M-T1-CP-06-SD-02 — Guest Invitation Template

Release control

Adaptation note

For people interested in learning about Rotary. Offer a friendly introduction to Rotary’s mission, service examples, member stories and an opportunity to ask questions. Make clear that the Information Night is distinct from a regular Rotary meeting. Keep the message welcoming and informative, with no membership pressure or promise. The primary action is to RSVP or ask a question. Prepare confirmation, a practical reminder and separate attendee/non-attendee follow-up; send only the next step the person requested.

Instructions

1. Create a separate version for each approved audience segment. Use a personal greeting only when an authorised contact record exists.
2. Replace internal language with a plain description of what a first-time guest will hear, see and be able to ask.
3. State explicitly that attending is an information opportunity, not a commitment to join Rotary or attend a regular meeting.
4. Include complete logistics, specific verified access provisions, a human RSVP route and a working privacy/preference route.
5. Remove arrival, online, capacity, recording, phone or transport lines that do not apply; do not leave blank labels.
6. Resolve every controlled field and test all response routes before the Initiative Lead approves a send.

Controlled fields

Configured guest invitation

Subject: You’re invited: {{PUBLIC_EVENT_NAME}} on {{EVENT_DATE_SHORT}} Preview text: A relaxed introduction to Rotary service, real project stories and your questions. RSVP by {{RSVP_DEADLINE}}.

Hello {{FIRST_NAME}},

I’m writing on behalf of {{HOST_ENTITY}} because {{INVITATION_REASON}}.

You’re warmly invited to {{PUBLIC_EVENT_NAME}}, a Meet Rotary Information Night for people who would like a clear, informal introduction to Rotary. {{VALUE_PROMISE}}

This is not a regular Rotary meeting and there is no expectation that attending commits you to membership or any future activity.

What to expect

• {{APPROVED_FEATURE_1}}
• {{APPROVED_FEATURE_2}}
• {{APPROVED_FEATURE_3}}

Event details

• Date: {{EVENT_DATE_LONG}}
• Time: {{START_TIME}}–{{END_TIME}} {{TIME_ZONE}}
• Arrival: {{ARRIVAL_TIME}}
• Venue: {{VENUE_NAME}}, {{VENUE_ADDRESS}}
• Online access: {{ONLINE_ACCESS_ROUTE}}
• Cost: {{COST_TEXT}}
• Capacity or booking condition: {{CAPACITY_TEXT}}

Access and participation

{{ACCESSIBILITY_SUMMARY}}

For access questions or to request an adjustment, contact {{ACCESSIBILITY_CONTACT}}. {{TRANSPORT_AND_PARKING}}

Please respond by {{RSVP_DEADLINE}}

{{RSVP_URL}}

You can also respond by emailing {{RSVP_EMAIL}} or calling {{RSVP_PHONE}}.

{{RECORDING_NOTICE}}

We would be pleased to welcome you and your questions. If the session is not right for you, there is no obligation to attend or receive future information.

Warm regards,

{{PRIMARY_CONTACT_NAME}} {{PRIMARY_CONTACT_ROLE}} {{HOST_ENTITY}} {{PRIMARY_CONTACT_EMAIL}} {{PRIMARY_CONTACT_PHONE}}

Privacy: Registration information will be handled as described at {{PRIVACY_NOTICE_URL}}. Communication preferences: {{PREFERENCE_ROUTE}}

Campaign and review checklist

• [ ] One defined audience segment and truthful invitation reason are recorded.
• [ ] Copy distinguishes the Information Night from a regular meeting and applies no membership pressure.
• [ ] Session features, stories and speakers are confirmed and rights-cleared.
• [ ] Date, time zone, venue/access, cost, capacity and RSVP deadline match the approved brief and response form.
• [ ] Access provisions are specific; a monitored human adjustment route is present.
• [ ] Privacy, preference, RSVP, correction and cancellation routes have passed direct, mobile and keyboard tests.
• [ ] Confirmation, 72-hour practical reminder, attendee thanks and non-attendee follow-up are assigned before launch.
• [ ] Accepted, declined, unsubscribed, bounced and no-further-contact records will be suppressed appropriately.
• [ ] The invitation contains no unresolved double-brace fields.
• [ ] Final copy, audience list, send time, monitoring owner and correction route have approval.

Review record