Invitation Designs for Guest Lists

Alongside the shared RSVP link, you can offer bookers a printable invitation. You design the template once in the graphics editor, choose which sessions offer it, and the organiser downloads a PDF or image filled in with their own event details, a QR code and the event's RSVP code. Your venue keeps control of the layout, colours and branding.

Create invitation templates

Venue staff who can manage sessions create reusable designs in Event invite templates. The session's Guest list & RSVPs → Invitation designs → Manage templates link opens this library.

1. Select Create template to start an invitation in the graphics editor.
2. Name the design and arrange its text, images and automatic event fields. Use Show automatic fields to see where those fields are placed.
3. Keep the required event title, date and time, RSVP QR code, readable RSVP address and event code on the design. These fill in from each booking; guests' personal information is not included.
4. Select Save draft while working, or Make available when the design is ready. The editor checks the required fields before making it available. Save a copy creates another template.

The venue controls the invitation's layout and colours. Event details and RSVP access fill in for the organiser's booking.

Offer designs on a session

Return to the session's Features tab and select the designs under Invitation designs. Use the up and down controls to change their order, then save the session. The first selected design is the default.

Offer different designs for different sessions, or leave the selection empty for link and event-code sharing only.

Assigning designs does not switch guest lists on; Guest list availability still controls activation. Moving a design to drafts stops new selections. Invitations that already use it keep their saved layout, including when the template is edited, removed from the session or deleted.

Download a designed invitation

When the venue offers invitation designs for the session, the organiser page has an Invitation section. Select Create invitation to open it. A single design is selected automatically; with several designs, the first is the default and the organiser can choose another by name.

Choose from the venue's designs, then check the preview with the event's actual details.

The preview saves any pending changes in Invitation settings first. To change the title, message or cover photo, use those settings, then select Refresh preview. Longer arrival instructions and event details stay on the linked RSVP page.

• Download PDF produces the invitation at its designed print size. For A6 designs, print at actual size (100%).
• Download image produces a PNG of the same layout for sharing through the organiser's usual channels.

Scanning the QR code opens the event's public RSVP page. Guests can also visit the printed page address and enter the event code.

If text does not fit, a photo or font cannot load, or the QR code cannot be read, the invitation shows an error. Shorten the relevant text or ask venue staff to adjust the design, then refresh the preview.

The selected layout stays with this booking even if the venue later changes its template list. Choosing a different available design saves that selection. Before each download, BookingNinja refreshes the booking details and RSVP access, so rescheduling or replacing the shared link and code is reflected in the new file. Previously downloaded or printed copies cannot update: replace them when details change.

Downloads stop when RSVPs close, the booking is cancelled or the event starts. Reopening replies before the event restores downloads. The normal shared-link and event-code options remain available even when the venue offers no design.

Where to go next

• Guest Lists and RSVPs: Turning Them On and Tracking Replies covers the session setting, sending the booker their link and managing replies.
• Your Guests' RSVP Page, Event Details and Waivers covers what invited guests see and how the organiser personalises the page.