Crafting effective event reminder emails is essential for boosting attendee engagement and minimizing no-shows, ultimately contributing to memorable event experiences.
This guide explores 13 types of event reminder emails, complete with templates and tips, to help you improve communication and ensure the success of your upcoming events.
Type 1: General Event Reminder Email
A general event reminder email ensures attendees are well-informed about the basics of your upcoming event.
Keep it clear and concise with essential details
Your general event reminder should include key information to ensure your attendees know the most important aspects of your event.
- Event Name: Clearly state the event name for immediate recognition and attention.
- Date and Time: Include the event’s exact date and time, along with the correct time zone to prevent confusion.
- Location: For in-person events, include the venue address and possibly a Google Maps link; for virtual events, provide platform access details.
Include a calendar invite link for easy access
Adding a calendar invite option helps attendees easily block their time for the event. This simple step ensures they have all details in one place, leading to fewer scheduling conflicts.
- Calendar Invite: Offer an “Add to Calendar” button that includes event details, time zones, and any necessary access links.
- Automatic Reminders: Ensure the invite triggers automatic reminders on their personal calendars to avoid missed events.
Use this template
Subject: Reminder: [Event Name] is just around the corner!
Dear [Attendee Name],
We are excited to remind you about the upcoming [Event Name]!
Event Details:
- Date: [Event Date]
- Time: [Event Time] ([Time Zone])
- Location: [Venue Address or Virtual Platform Link]
Don’t forget to mark your calendars using the link below:
[Add to Calendar Link]
We can’t wait to see you there!
Best regards,
[Your Name]
[Your Contact Information]
Type 2: Online Event Reminder Email
Online events require additional details to ensure smooth participation. Including access links, agendas, and technical instructions will help attendees navigate the digital setup with ease.
Include Links to the Event and an Agenda with Session Timings
Providing all necessary information upfront, including direct access links and a detailed agenda, ensures a smooth experience for attendees.
- Event Access Link: Offer the direct event link and login instructions for easy access.
- Agenda: Provide a detailed agenda with session timings to help attendees plan their day effectively.
- Platform Instructions: Include instructions for downloading or using necessary software or platforms.
Highlight Key Speakers or Sessions to Generate Interest
Feature the event’s most exciting elements, such as speakers or exclusive sessions, to increase anticipation and engagement.
- Key Speakers: Highlight notable presenters and their topics to boost interest.
- Session Details: Describe key sessions to show attendees what value they will gain by attending.
Use this template
Subject: Join Us Online: [Event Name] is Happening Soon!
Hi [Attendee Name],
We are excited to have you join us for [Event Name]! Below are the details to ensure a smooth virtual experience:
Event Access: [Link to Event]
Agenda:
- [Session 1] at [Time]
- [Session 2] at [Time]
- [Speaker Information]
Make sure to log in a few minutes early and test your connection.
Looking forward to seeing you online!
Best,
[Your Name]
[Your Contact Information]
Type 3: Last-Minute Event Reminder
Sending a last-minute reminder 24 hours before the event helps reduce no-shows by reinforcing the urgency and ensuring attendees are well-prepared for the event.
Sent 24 Hours Before, Emphasizing Urgency and Preparation
Reinforce the event details with an emphasis on last-minute preparations. Providing clear and urgent reminders increases the likelihood of attendance.
- Event Time Reminder: Reiterate the event date, time, and any access links or location details.
- Encouraging Attendance: Create a sense of excitement and urgency to remind attendees not to miss out.
- Provide Key Information: Ensure they have access to all the necessary details, such as agendas or tickets.
Include a Checklist of Items to Bring or Prepare for the Event
Providing a checklist to help attendees feel organized can also contribute to their stress management, ensuring they are well-prepared for the event. This is especially useful for both in-person and virtual events where specific items or preparation might be required.
- Checklist: Provide practical tips like ensuring internet connections for virtual events or bringing tickets for in-person events.
- Preparation Suggestions: Offer suggestions to maximize participation, such as reviewing event materials or arriving early for networking opportunities.
Use this template
Subject: Last Reminder: [Event Name] Starts Tomorrow!
Hi [Attendee Name],
This is your final reminder that [Event Name] is happening tomorrow!
Event Details:
- Date: [Event Date]
- Time: [Event Time]
- Location: [Venue or Virtual Link]
Don’t forget to bring the following:
- [Ticket/Access Code]
- [Notebook/Chargers]
- [Other Required Items]
We’re looking forward to seeing you there!
Kind regards,
[Your Name]
[Your Contact Information]
Type 4: Registration Confirmation Reminder
A registration confirmation email not only reassures the attendee of their spot but also provides them with all the necessary information, ensuring they are fully prepared for the event.
Thank attendees for registering and outline next steps
Express gratitude for their registration while providing essential steps they may need to take before the event, like adding it to their calendars or reviewing materials.
- Confirmation of Registration: Thank them for signing up and confirming their registration details.
- Next Steps: Offer clear instructions for adding the event to their calendar or accessing additional resources. Consider using conditional logic to personalize these instructions.
- Support Information: Provide a support contact in case they need assistance with registration details.
Provide a summary of what to expect at the event
Include key event details to build anticipation. Highlighting the schedule, featured speakers, and networking opportunities helps ensure attendees are excited and informed.
- Event Overview: Give attendees a preview of what they’ll experience at the event, including session highlights.
- Key Speakers and Sessions: Mention the most anticipated presentations or workshops.
Use this template
Subject: Thank You for Registering for [Event Name]!
Dear [Attendee Name],
Thank you for registering for [Event Name]! We’re thrilled to have you join us.
Here’s what you need to do next:
- Add the event to your calendar: [Add to Calendar Link]
- Access event details and materials: [Event Page Link]
Stay tuned for further updates, and let us know if you need assistance.
Best,
[Your Name]
[Your Contact Information]
Type 5: Countdown Reminder
Countdown reminder emails build excitement and reinforce urgency. As the event date nears, these emails remind attendees to finalize their preparations and secure their spot.
Highlight How Many Days Are Left to Create Urgency
Letting attendees know how soon the event starts adds a sense of urgency and encourages prompt action. Incorporate the remaining days prominently in the email.
- Countdown to Event: Use phrases like “Only 3 days left until [Event Name]!” to create excitement.
- Reminder of Event Date: Display the event date clearly alongside the countdown.
- Urgent Call to Action: Reinforce the importance of attending or preparing with a clear CTA.
Include a Countdown Timer Graphic for Visual Appeal
Adding a visual countdown timer keeps the email engaging and fun while reminding attendees of the time left to prepare for the event.
- Dynamic Countdown Timer: Use a timer showing days, hours, and minutes remaining until the event begins.
- Visual Design: Make the timer a prominent feature for higher visual engagement.
Use this template
Subject: Only [X] Days Until [Event Name]!
Dear [Attendee Name],
The countdown to [Event Name] has begun—only [X] days left!
Event Details:
- Date: [Event Date]
- Time: [Event Time]
- Location: [Venue or Virtual Link]
Don’t miss out—secure your spot today!
[Countdown Timer]
Looking forward to seeing you there!
Best,
[Your Name]
Type 6: Final Reminder Email
The final reminder email ensures that attendees are prepared for the event and have all the necessary details to participate. Sending this email a day before the event helps eliminate any last-minute confusion and increases attendee engagement.
Include key action items and links to important resources
Provide essential information to help attendees access the event smoothly. Key action items and direct links to event resources ensure that attendees have everything they need at their fingertips.
- Access Links: Include the event link or venue address for in-person events.
- Important Documents: Provide links to the agenda, FAQs, or any other necessary materials.
- Event Guidelines: Offer instructions for any special procedures, such as registration check-in or platform access.
Share last-minute tips
Offering last-minute tips adds value and helps attendees feel more comfortable. Tips such as dress code and networking opportunities can enhance the overall event experience.
- Dress Code: Specify the event dress code, whether formal, casual, or theme-based.
- Networking Tips: Encourage attendees to bring business cards or be prepared to network virtually.
- Social Media Engagement: Remind them of hashtags or channels to join for event conversations.
Use this template
Subject: Final Reminder: [Event Name] is Tomorrow!
Hi [Attendee Name],
We can’t wait to see you tomorrow for [Event Name]!
Event Details:
- Date: [Event Date]
- Time: [Event Time]
- Location: [Venue or Virtual Link]
Make sure to review the agenda and dress code before arriving:
- Agenda Link: [Agenda]
- Dress Code: [Business Casual/Casual]
Feel free to reach out with any last-minute questions!
Best,
[Your Name]
Type 7: Personalized Reminder Email
Personalizing event reminder emails ensures attendees feel valued, and it increases the likelihood of participation.
Use the Recipient’s Name and Reference Their Specific Interests
Personalizing emails with the attendee’s name and referring to their specific interests or preferences can help foster engagement. Highlight relevant sessions or topics they’ve shown interest in by leveraging attendee intelligence.
- Personalized Greeting: Use the recipient’s first name to make the email feel tailored.
- Session Recommendations: Suggest sessions or speakers based on their registration history or stated interests.
- Relevant Information: Highlight specific workshops or panels you think they’ll enjoy based on past behavior.
Offer Tailored Recommendations Based on Their Past Behavior
Providing personalized recommendations encourages further engagement. Use data such as past event attendance, session sign-ups, or interests to customize their event experience.
- Session Reminders: Highlight specific sessions they’ve already signed up for or might enjoy.
- Tailored Networking Opportunities: Suggest people they might want to connect with based on shared interests.
- Customized Content: Offer links to event materials or resources tailored to their preferences.
Use this template
Subject: [Attendee Name], Don’t Miss These Sessions at [Event Name]!
Dear [Attendee Name],
We’ve tailored some session recommendations just for you!
Session Highlights:
- [Session 1] with [Speaker Name]
- [Session 2] on [Topic]
Be sure to mark your calendar for these valuable sessions: [Add to Calendar Link]
Looking forward to seeing you there!
Best,
[Your Name]
Type 8: Early Bird Reminder
Early bird reminder emails emphasize the benefits of registering early and drive urgency for potential attendees to take advantage of special offers before the deadline. These reminders can significantly increase early registrations.
Emphasize Early Bird Registration Deadlines
Create urgency by emphasizing the deadline for early bird pricing in both the subject line and the email body. This reminds attendees that time is running out to take advantage of the lower price.
- Clear Deadline: State the specific deadline for early bird pricing to create urgency.
- Subject Line: Use phrases like “Last Chance for Early Bird Pricing” to capture attention.
- Call to Action: Include a prominent button for registering before the discount ends.
Highlight Benefits of Registering Early
Providing a clear explanation of the advantages of early registration encourages attendees to act quickly. These benefits often include lower costs or exclusive perks for early sign-ups.
- Discounted Rates: Highlight how much attendees will save by registering early.
- Exclusive Access: Offer special perks like early access to sessions or premium seating.
- Bonus Content: Provide additional resources or exclusive content for those who register early.
Use this template
Subject: Last Chance for Early Bird Pricing: [Event Name]
Hi [Attendee Name],
This is your final reminder—early bird pricing for [Event Name] ends in [X] days!
Early Bird Registration Deadline: [Date]
Save [X]%: [Pricing Details]
Don’t miss out on exclusive access and discounts. Register today!
[Register Now Button]
Best,
[Your Name]
Type 9: Social Media Engagement Reminder
Encouraging social media engagement through your reminder emails helps create buzz around your event and fosters a sense of community. Including social media elements in your email is an easy way to boost interaction.
Encourage Sharing on Social Platforms
Promoting social sharing allows your event to reach a wider audience. Encouraging attendees to share details or join conversations on social media helps build excitement for your event.
- Social Media Links: Include links to your event’s social media pages or profiles.
- Share Buttons: Add social sharing buttons for Facebook, Twitter, LinkedIn, and Instagram.
- Encouragement to Share: Ask attendees to share their excitement about the event with their networks.
Provide Suggested Hashtags
Creating a specific event hashtag encourages attendees to participate in conversations online. Providing this hashtag in your reminder emails helps centralize discussions and allows you to track engagement.
- Event Hashtag: Offer a clear, memorable hashtag for attendees to use in posts.
- Engagement Tips: Encourage attendees to use the hashtag before, during, and after the event.
- Incentive to Share: Offer prizes or shoutouts for attendees who post about the event with the hashtag.
Use this template
Subject: Share Your Excitement for [Event Name]!
Hi [Attendee Name],
Help us spread the word about [Event Name] by sharing it on your social media!
Join the Conversation:
- Facebook: [Link]
- Twitter: [Link]
- Instagram: [Link]
Use our hashtag #[EventHashtag] and share your excitement!
See you at the event,
[Your Name]
Type 10: Special Guest or Speaker Announcement
Featuring special guests or speakers in your reminder emails can spark excitement and increase attendance.
Highlight Special Guests or Speakers and Their Contributions
Introducing your key speakers or special guests in the reminder email adds value and builds excitement. Share their credentials and what they’ll be contributing to the event.
- Speaker Introduction: Mention the keynote speakers and provide a brief bio to showcase their expertise.
- Session Highlights: Describe what attendees can expect from their presentations or workshops.
- Speaker Quotes: Use engaging quotes or video clips to provide a sneak peek of their talk.
Promote Exclusive Sessions or Demonstrations
If your event features exclusive sessions or demonstrations led by key speakers, this is an excellent opportunity to build engagement by promoting those sessions.
- Exclusive Content: Highlight any VIP sessions or workshops that feature unique content.
- Interactive Opportunities: Let attendees know if they’ll have a chance to interact with speakers.
- Session Registration: Include links for attendees to sign up for specific sessions or ask questions in advance.
Use this template
Subject: Exciting Update: Special Guest at [Event Name]!
Dear [Attendee Name],
We’re thrilled to announce that [Speaker Name] will be joining us at [Event Name]!
Speaker Highlights:
- [Speaker Bio]
- [Topic they’ll cover]
Be sure to attend their session at [Time]—you won’t want to miss this!
See you soon,
[Your Name]
Type 11: Venue Information Reminder
Providing venue information ensures attendees arrive without confusion and are well-prepared for the event.
Information About the Venue, Maps and Parking Options
Offering precise venue details helps attendees plan their journey. Providing location maps and parking information ensures they arrive smoothly, avoiding unnecessary delays.
- Venue Address: Provide the full venue address with a Google Maps link for easy navigation.
- Parking Details: Offer parking options and fees, or mention nearby public transportation options.
- Landmark Directions: Include directions or notable landmarks near the venue to help attendees find it easily.
Accessibility Information and Nearby Accommodations
Make it easy for attendees to plan by offering accessibility information, including details for attendees with special requirements. Mention nearby hotels or accommodations for out-of-town guests.
- Accessibility Features: Include information on wheelchair access, hearing assistance, or elevators.
- Nearby Accommodations: Suggest nearby hotels or accommodations for attendees traveling from out of town.
- Venue Amenities: Highlight any additional amenities, such as Wi-Fi availability or nearby restaurants.
Use this template
Subject: Venue and Parking Information for [Event Name]
Dear [Attendee Name],
We want to ensure you arrive at [Event Name] smoothly!
Venue: [Venue Address]
Parking: [Details and Map Link]
Nearby Hotels: [List of Accommodations]
Please reach out if you need further assistance.
Best,
[Your Name]
Type 12: FAQ Reminder Email
FAQ reminder emails reduce attendee uncertainty by addressing common questions. Anticipating and answering potential concerns can enhance the attendee experience and reduce last-minute inquiries.
Address Common Questions
Providing answers to frequently asked questions in your email helps attendees feel prepared. Cover essential details like parking, food options, dress code, and event agenda.
- Parking and Directions: Include directions to the venue and nearby parking facilities.
- Dress Code: Inform attendees of the event dress code, whether casual, business, or themed.
- Agenda: Offer links to the event agenda or key session timings.
Provide Contact Information for Additional Inquiries
Offering a direct line for further questions ensures attendees feel supported. Include an email, phone number, or live chat for attendees to get additional help.
- Support Contact Info: Include a dedicated email address or phone number for event-related inquiries.
- Live Chat: If available, offer a live chat feature to provide real-time assistance.
- Event Help Desk: Mention where attendees can go for help during the event, whether in person or online.
Use this template
Subject: [Event Name]: Frequently Asked Questions
Hi [Attendee Name],
We’ve compiled answers to frequently asked questions to ensure you’re ready for [Event Name]!
Common Questions:
- Parking Information: [Details]
- Dress Code: [Details]
- Agenda: [Agenda Link]
Feel free to reach out if you have more questions.
Best regards,
[Your Name]
Type 13: Thank You Email Post-Event
Sending a thank-you email after your event strengthens relationships with attendees and encourages feedback for future events. This email helps keep the momentum going, even after the event ends.
Express Gratitude and Share Event Highlights
Thanking your attendees shows appreciation and reinforces their positive experience. Sharing event highlights keeps the excitement alive and reminds them of key takeaways.
- Thank You Message: Express your sincere gratitude for their attendance and participation.
- Event Recap: Summarize key moments or successes from the event, such as top sessions or notable speakers.
- Post-Event Resources: Provide links to recorded sessions, slides, or any other materials shared during the event.
Encourage Feedback to Improve Future Events
Inviting attendees to share feedback helps you improve future events and fosters an ongoing connection. Offer a simple survey or an opportunity to reply with comments.
- Feedback Survey: Include a link to a quick survey for attendees to share their experience.
- Incentives for Feedback: Offer a discount or free resource as a thank-you for completing the survey.
- Direct Feedback: Encourage attendees to reply to the email with any suggestions or thoughts.
Use this template
Subject: Thank You for Attending [Event Name]!
Dear [Attendee Name],
Thank you for attending [Event Name]! We hope you had a great time.
Event Highlights:
- [Highlight 1]
- [Highlight 2]
We’d love your feedback to help us improve future events! [Survey Link]
Best regards,
[Your Name]
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