As a marketer, few issues are extra irritating than part the registrants for an tournament you promoted by no means appearing up.

Thankfully, you are about to learn to ship a calendar invite by the use of Google Calendar, Apple Calendar, or Outlook, so registrants can upload the development to their calendars and be much less more likely to disregard about your tournament.


Get quick get admission to to our unfastened assembly scheduling instrument. Not more losing time with back-and-forth emails or putting in place calendar invitations.

Until you someway magically know what form of calendar your target market makes use of, your absolute best wager is to incorporate all 3 main calendar invitations on your electronic mail, giving recipients a decision that works for them.

Outlook and Apple Calendar customers gets an .ics report, and Google Calendar customers will use a URL-based customized invitation.

Be aware: All screenshots and steps had been taken on a Mac, however in case you are on a PC, the method is the same.

Step 1: Create a New Match 

Apple Calendar


Google Calendar 

Step 2: Set Main points for Your Match

Apple Calendar 


Google Calendar

Step 3: Save and Ship Your Match

Apple Calendar 


Google Calendar 

Step 4: Insert Invitations Into Your Advertising E-mail




Step 1: Create a New Match

You probably have a Mac, you’ll be able to create your invitation in Apple Calendar. You probably have a PC, you’ll be able to create it in Outlook.

For Google Calendar, you can create the URL at once out of your calendar software (you can want to be logged into your Google account to do that). It isn’t important which form of laptop you’ve.

Apple Calendar

Open Apple Calendar and click on at the “+” signal within the backside proper nook of the window. A pop-up will seem. Input the title of your tournament within the “New Match” textual content field and hit go back/input in your keyboard.

This may create an tournament in your calendar, however it’s going to position the development at the present date and time and go away the remainder of the main points clean. You can want to alternate this data to replicate the main points of your tournament (extra on that within the subsequent phase).

the apple calendar homepage with an arrow to the new event button in bottom right corner; how to send a calendar invite


Open up Outlook Calendar, then click on at the “New Match” icon within the most sensible left nook.

An tournament pop-up will open for enhancing — merely come with the development’s identify, time and date, location, and whether or not or no longer you wish to have to set a reminder. To search out the approach to “Invite attendees,” click on “Extra choices.”

outlook calendar homepage with arrow pointing to new event button

Google Calendar

Open Google Calendar in a brand new browser window. You can want to be logged into your Google account. Click on the “Create” button at the most sensible left aspect of the display. A brand new tournament window will have to open.

google calendar homepage with arrow pointing to create button; how to send a calendar invite

Step 2: Set Main points for Your Match

Whilst Outlook, Apple Calendar, and Google Calendar occasions have quite other codecs, you can nonetheless want the similar parts for each and every one:

  • Match title
  • Location
  • Time
  • Match description
  • URL of your tournament’s touchdown web page
  • Non-compulsory tournament alert

Underneath are examples of the way those main points glance within the other programs, in addition to a explanation of what knowledge and structure to make use of for each and every of those parts.

Apple Calendar

apple calendar event; how to send a calendar invite


outlook calendar event; how to send a calendar invite

Google Calendar

google calendar event; how to send a calendar invite

The Main points You Want to Come with

Match Title 

Be sure that the title displays what your exact tournament title is named in your web site and on your different promotions (this can be a no-brainer, however we are being thorough right here).

Chances are you’ll need to additionally come with your corporate title on the finish so registrants can temporarily consider who’s web hosting the development after they hit upon it of their calendar later.


The bodily deal with of the development (one line, corresponding to “123 Industry Ave, Springfield, TX”) or the touchdown web page URL, on the subject of an internet tournament.


Input the beginning and finish dates and instances of the particular tournament. Alter the development’s timing to your time zone, as you are the one developing the .ics report. It is going to mechanically alternate the time to correspond with each and every particular person’s time zone. As an example, in case you are developing the development report in Boston for a webinar in San Francisco that begins at 10 a.m. PST, you will have to input the beginning time as 1 p.m. EST.

Alert (Non-compulsory)

You’ll be able to arrange indicators so attendees do not disregard in regards to the tournament between while you despatched the invite and the time of the development. In Outlook, you’ll be able to set a time for one reminder to head off (corresponding to one hour sooner than).

In Apple Calendar and Google Calendar you’ll be able to set more than one indicators.

It’s a must to no longer crush other folks with too many indicators, as this creates a unfavorable, intrusive enjoy. Underneath is an instance of an alert collection in Apple Calendar that reminds other people about your tournament however is not in-your-face:

hubspot alerts on calendar; how to send a calendar invite

URL of Match Touchdown Web page

Do you’ve a selected touchdown web page on your tournament or webinar? Come with its URL, because it acts as a refresher for many who is also fuzzy on the main points of what the development is set.

Come with it within the URL phase of an Apple Calendar invite in addition to within the frame textual content of your Gmail or Outlook invitations if you have not already incorporated it within the Location phase.


Right here, you will have to come with a snippet of the development’s main points. This is going within the “word” phase of your Apple Calendar invite, within the frame of your Outlook invite, or within the “description” textual content field in Google Calendar.

It is usually useful to offer your touch data on this phase. That manner, other folks can succeed in out if they’ve any questions.

Step 3: Save and Ship Your Match

As soon as you are all set enhancing the invite, you’ll be able to reserve it to make use of as an attachment on your advertising and marketing electronic mail.


Click on in your tournament in Outlook, make a choice “Edit,” after which click on “Extra choices.” If you see the pop-up (proven underneath), sort the emails of other folks you want to ask into the textual content bar “Invite attendees.”

When you find yourself able, click on “Ship” within the most sensible left of the display to ship the invite to other folks on your recipient listing. 

outlook save and send; how to send a calendar invite

Apple Calendar

Double-click in your Apple tournament to open it up, after which sort emails into the “Invitees” textual content field. When you find yourself able, click on “OK,” and the invite will mechanically be despatched to the emails you will have incorporated within the tournament main points.  

apple save and send; how to send a calendar invite

Google Calendar

Click on in your tournament on your Google calendar and click on “Edit tournament.” Then sort emails into the “Upload visitors” textual content field to the suitable of your tournament main points (subsequent to “Rooms”). When you find yourself able, make a choice “Save.”

If you happen to’ve completed it appropriately, Google Calendar will display you a pop-up confirming you’ll love to ship the development to visitors. Click on “Ship” to make sure it will get despatched to the emails you will have incorporated. 

gmail save and send; how to send a calendar invite

Step 4: Insert Invitations Into Your Advertising E-mail

One of the best ways to ship an tournament by the use of electronic mail for Outlook, Apple, and Gmail is to do it at once from the development invite itself.

Every of those electronic mail suppliers will give you the chance to sort emails at once into the development and come with further textual content, attachments, and many others.

Highest of all, the invite you can obtain is blank and provides you with the chance to just accept or deny the invite at once out of your electronic mail inbox: 

Screenshot of webinar invite; how to send a calendar inviteAlternatively, there are a couple of workarounds you’ll be able to take a look at in the event you’d favor to incorporate the development URL in a advertising and marketing electronic mail. 

Gmail Calendar

For the Gmail calendar, click on “Edit” to open the development in a brand new window, after which make a choice the “Extra movements” dropdown. From there, click on “Submit tournament”: 

Screenshot of HubSpot Webinar (Gmail); how to send a calendar invite

Within the pop-up display, you can see an HTML code or a hyperlink to the development. Merely click on “Reproduction” beside the hyperlink to duplicate the hyperlink, after which open the e-mail you propose to ship and paste the URL.

Gmail calendar publish event

You will want to make sure that, alternatively, that each and every electronic mail recipient has been incorporated at the tournament invite listing, as neatly. 

Apple Calendar

If you are the use of Apple Calendar, however, you can want to get a bit extra ingenious.

To workaround the choice of sending the development to a recipient at once from the development main points, merely ship the development best for your personal electronic mail. While you open the invite, you can see a .ics hyperlink hooked up to the e-mail:

Screenshot of ics. link; how to send a calendar invite

Merely obtain the .ics attachment, after which drag-and-drop that calendar tournament into an electronic mail to ship it to recipients. 

Outlook Calendar

In spite of everything, in case you are the use of Outlook, you can want to open your inbox and make a choice “New Pieces” > “Assembly”:

Screenshot of meeting tab in Outlook; how to send a calendar inviteSymbol Supply

Click on “New Assembly”, and in spite of everything, make a choice “Answer with Assembly” from inside the electronic mail itself: 

Screenshot of Symbol Supply

And that is the reason it! You are all set. Use those tricks to ship advertising and marketing occasions to leads, possibilities, and shoppers alike.

Check out The Final Information to Match Advertising to be informed extra in regards to the forms of occasions you may imagine developing to have interaction and pleasure possible shoppers. 

Editor’s Be aware: This put up was once at first revealed in June 2014 and has been up to date for freshness, accuracy, and comprehensiveness.

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