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Evite Standards

When creating evites on behalf of the University, it is important to keep the content concise while ensuring all necessary details are included and to consider readability and accessibility. Follow these guidelines when developing the content and layout for your evite.

General Evite Guidelines

Evites are most successful when they are easy to read for all users. They can be designed as a flattened web graphic with good contrast and large text, or as an HTML email using a third party email platform like Constant Contact or Mailchimp. When using a flattened graphic such as a JPG or PNG, machine-readable text must be included, either as alt text or below the evite design, or an accessible PDF must be attached as a download. Do not send a PDF attachment as your evite without an accompanying graphic in the email to avoid confusion. Templates for evites are available on the templates webpage for your convenience.

Tips for Information to Include in an Evite

Just like any invitation, an evite should not be sent without covering the essential "who, what, when, where and why” of the event. All evites should utilize AP style and include the following vital information related to the event:

  • Name of the host(s)
  • Extension of the invitation (i.e. “Invites You”, “Invites You and a Guest”)
  • Name of the event
  • Time and location
  • A brief description
  • RSVP and/or contact information
  • Dress code information (if applicable)
  • Dietary restrictions (if applicable)
  • ADA requests

Tips for Evite Design

Once the information has been determined, all evites should be designed with the following guidelines in mind:

  • The evite design must not be wider than 600 pixels.
  • Make sure the text is large and readable. Exercise strong typographic hierarchy to aid in the reading order and ensure the name of the event stands out.
  • Ensure UWF color usage follows ADA contrast standards. For all other colors, utilize the WebAIM Color Contrast Checker.
  • Keep the word count between 40-50 words.
  • Include appropriate spaces to separate content for readability.
  • Place line breaks in long sentences to keep consistency across width of the email/graphic.
  • Include the University logo and/or the logo of the presiding department(s) or partner(s).
  • Tip: If you place your flattened evite and machine-readable accompanying text in a Google Doc, you can size your graphic and style your text the way you want such as placing it in a table cell, and then copy and paste into your email to retain the styling.

Evite Guidelines in Action

Below is an example evite using the above recommendations.

Evite graphic for UWF President Saunders inviting guests to attend the NASA Artemis Moon Tree unveiling event on June 20, 2024, at 1 p.m. in front of Building 4 on the UWF Pensacola campus.

Example Machine-readable Accompanying Text

President Martha D. Saunders invites you to the NASA Artemis Moon Tree Unveiling at the University of West Florida on June 20, 2024, 1 p.m. at the Hall Marcus College of Science and Engineering, North Lawn, Building 4, 11000 University Parkway, Pensacola, Florida 32514. Join us for a short program and light refreshments.