WhatsApp template to invite guests to a private event at your restaurant

If you have a restaurant, bar, or pizzeria, private events are a goldmine: you fill the dining room on a day that might have been empty, you sell a fixed menu or tasting, and on top of that you bring in new customers. But for people to sign up, first you have to invite them properly. And here is where most people mess up: they send a generic message, without a name, without a clear date, and the customer reads it, thinks 'oh, look', and doesn't reply. This WhatsApp template for private event invitations is designed so that doesn't happen. It's clear, direct, and gives you the framework so the customer only has to reply 'yes, I'm coming'.

What goes in each variable

• {{1}}: the customer's name. Without this, the message looks like spam.
• {{2}}: your business's name.
• {{3}}: the event's name (e.g., 'Wine and pizza night').
• {{4}}: the event's date. Better if it's a named day, e.g., 'Friday, March 14'.
• {{5}}: the start time.
• {{6}}: the main attraction (e.g., 'live music', 'cooking show', '5-course tasting').
• {{7}}: the type of menu (e.g., '3-course menu', 'free pizza', 'shared charcuterie board').
• {{8}}: the price per person. If it's free, put 'no cost'.
• {{9}}: the deadline to confirm. If you don't set one, the customer puts it off and forgets.

How to upload this template in WhatsApp Business

1. 1In WhatsApp Business, go to 'Messaging tools' > 'Message templates' and create a new one with this template, using the variables {{1}}, {{2}}, etc.
2. 2Give it whatever name you want (e.g., 'private_event_invitation') and the category 'Marketing', because it's a promotion.
3. 3Submit the template to Meta for review. Approval can take up to 48 hours, so upload it in advance.
4. 4Once approved, you can use it to send messages to your contacts who have opted in to receive promotions (I'll tell you below why that's important).
5. 5If you use Wando, you upload it in the panel and the AI will use it on its own when a customer asks about the event, or you can send it from the inbox to the contacts you want. Without having to copy and paste.

When to send it (and when not to)

Timing is key. Send the broadcast 7 to 10 days in advance, so people have time to organize, but not so early that they forget. If it's an event for an audience that already knows you, 5 days may be enough. Don't send it on a Monday morning (people are focused on other things) or a Friday night (nobody reads business messages). The ideal: Tuesday or Wednesday mid-morning or mid-afternoon. And don't send it if the customer hasn't given you the OK to receive promotions: besides Meta possibly penalizing you, it's annoying and they'll block you.

The 3 most likely responses (and how to answer them)

1. 'I'd love to! Can I bring someone?'

The key here is to ask for the exact number of people and a contact or confirmation detail. If they say 'we're 4', reply with 'Great, 4 spots reserved for the {{4}}!' and, if possible, ask for a deposit or confirmation through the payment method you use (e.g., Mercado Pago).

2. 'How much does it cost?' (or 'is the drink included?')

Don't start explaining the whole menu in the first message: offer to send it and pass it in a second message. That way the customer has clear info and doesn't message you 15 times. And if the question is about price, don't be mysterious: say it directly, they'll find out anyway.

3. 'I can't make it, but will there be another date?'

This response is gold: it gives you the chance to add someone to your broadcast list (with their permission) and have them for the next event. Don't let them go: if they don't confirm, at least get their contact.

How to measure if it worked

It's not just about sending and praying. Look at these metrics: how many confirmed (obviously), how many replied 'I can't' (also counts, because it gives you the chance to add them to the list), and how many didn't reply at all. If more than 50% didn't reply, the message probably wasn't clear or they weren't interested in the event. If they reply but don't confirm, maybe the price or the date doesn't work for them. With Wando, campaign statistics show you how many received, read, and replied to the message, so you know if the template works or needs adjusting.

Mistakes that cause Meta to reject it or the customer to ignore it

• Not using opt-in: if the customer hasn't agreed to receive promotions, Meta may block your number or reject the template. Make sure you have consent.
• Promising something you won't deliver: if you say 'live music' and then it's a DJ with a laptop, the customer will feel scammed and won't come back.
• Not setting a deadline: without urgency, the customer postpones and forgets.
• Writing in all caps or with too many exclamation marks: it looks like spam and people ignore it.
• Not reviewing the template: if it has spelling errors or misplaced variables, Meta may reject it (and the customer will make fun of you).

Variants: more formal version and more casual version

Frequently asked questions

• Can I use this template without having WhatsApp Business API? Yes, you can copy and paste it into a regular message, but you won't be able to use variables or send it in bulk. For that, you need the official API (which is what Wando uses).
• What do I do if Meta rejects the template? Check that it doesn't have exaggerated promises, that the opt-in is clear, and that you don't use all caps. Correct it and resubmit.
• How long does it take for Meta to approve the template? Up to 48 hours, but it can be less. Submit it in advance.
• Can I send the invitation via regular WhatsApp without a template? Yes, but if it's to many contacts, you could get blocked for spam. The template is safer.
• What if the client hasn't opted in to receive marketing? Don't send it to them. Wait until they give you the OK or use a transactional message (e.g., 'we confirm your reservation').