How to write an effective event reminder email

Around 89% of marketers experienced a drop in event attendance, while the number of meetings increased by 112%. Professionals need to go the extra mile to create effective event reminder emails and boost attendance in a competitive environment. 

But what makes reminder messages effective, and what are the industry trends to follow? Let’s find out.

About event reminder emails

An event reminder email is a marketing tool designed to keep attendees informed and excited about upcoming events. Think of it as an overview of key event details to encourage attendance. 

In this article, we explore two types of event reminders:

• online events: A webinar, internal meeting, product demo, workshop, and virtual networking event are examples you may come across. According to 90% of marketers, the main advantage of online meetings is a positive impact on attendance;
• offline events: Examples include summits, exhibitions, and hackathons.

Event marketing challenges

If you are still in two minds about whether to send event reminder emails, let’s check the reports showcasing the consequences of not sending them:

• 34% of professionals saw a 10%–25% drop in attendance at in-person events, while 44% experienced a 1%–10% decrease;
• 22% of marketers expected a further decline in upcoming event attendance;
• 20.5% of professionals found audience engagement in event marketing challenging;
• 22.2% of event registrants cite a lack of engagement;
• 19.3% of marketers measure success based on event attendance.

Both marketing teams and event attendees struggle with engagement: the former group finds it challenging, while the latter notes its absence. 

Detailed and visually appealing event reminders can keep attendees excited and boost attendance.

Event marketing trends

The strategies for building a perfect event reminder email depend on industry trends. While the final copy should balance customization and best practices, trends can give you an idea of direction.

Here are the top five approaches, according to the Eventex report:

• AI: Creative professionals continue implementing GenAI tools to create meaningful connections and improve overall innovation in the industry;
• sustainability: Eco-friendly practices are becoming more popular and go beyond reducing plastic use. Easy-to-read and minimalist reminder email templates are examples of eco-friendly approaches to marketing;
• content: A shift from quantity to quality content with humorous elements is expected to be an event marketing trend in 2025;
• challenges: Shrinking budgets and rising attendee expectations will continue to shape the industry;
• personalization: Marketers need to encourage attendees to visit events by offering personalized experiences with customized agendas and gifts.

Key elements of an event reminder email

With all these challenges and trends in mind, let’s look at the key elements that make up engaging event reminder email templates.

Informative subject line

Reminder email subject lines are the calling cards of the message. A well-crafted subject line lets you provide key event details in a few words without having to open the email. 

What does an effective subject line look like? Let’s compare two variants:

• variant A: This subject line option appears overly promotional. At the same time, a non-descriptive line does not carry any essential details and may be perceived as vague;

• variant B: This option includes details about the event name and mentions a countdown, creating a sense of urgency.

(Source: Email from TPGi)

While a good subject line does not need to reveal all the details, it does need to give an understanding of what the email is about. Overly promotional or spammy subject lines may fail to remind attendees of the event as they do not always convey a clear message.

Essential event details

Attendees need clear, easy-to-find information in your event reminders to come prepared. Missing or confusing details can lead to frustration or even no-shows. 

What are the key details to include?

• event date and time: A meeting reminder without a date and time is incomplete. People’s schedules get hectic, so as the organizer, you need to send a friendly reminder with all the essential details;
• event location: A word reminder about the event location is a must for offline and virtual events. The exact address or a meeting link on the event website (Google Meet, Zoom, LinkedIn, or YouTube) ease navigation;
• event type: A few words about whether it is a webinar, workshop, conference, or networking event can help people prepare better.

(Source: Stripo template)

Agenda overview

A well-structured agenda is another way to help attendees plan their visit. You can highlight key sessions, invited industry leaders, and network-related topics to build anticipation without spoiling the intrigue. 

In addition to the schedule and event overview, you may include the following:

• online events: Mention session formats (live, pre-recorded, or interactive) and whether attendees can submit questions;

(Source: Stripo template)

• offline events: Indicating breaks, speaker names, topics, and networking opportunities are great examples to include in your email reminders.

Event requirements

Have you ever attended an event only to find out that you are missing mandatory information? Needless to say, this negatively affects the attendee’s experience before the event begins. 

A reminder email could be a non-invasive way to provide a quick heads-up and prepare a person for a comfortable visit. Here are a few examples of what you can include:

• online events: Stable internet, a working microphone, relevant software, laptop or computer, any sign-ups that should be done in advance;

• offline events: ID, ticket confirmation, business cards, or specific materials as needed.

A quick reminder of a list of prohibited items based on venue policies could minimize security problems and maintain a positive attendee experience.

Dress code

Communicating the dress code for a corporate event prevents uncertainty and ensures that attendees feel appropriately dressed. Besides comfort, specific clothing may be required, depending on the country where the event is being held.  

Consider adding relevant details or examples of comfortable and appropriate attire. 

Additional logistics

What may seem trivial at first glance can be the final element of a thoughtful and exciting event. Since the organization for online and offline events differs, let’s discuss what valuable insights you can add:

• online events: Clarify whether a recording will be available, provide troubleshooting tips, and add a link to the FAQ page;

(Source: Stripo template)

• offline events: Venue map, parking instructions, public transportation options, and accessibility information can help you increase attendance by assisting attendees with logistics.

Last-minute support contacts 

Even with the most detailed event reminders, last-minute questions arise: issues with access links, venue directions, or technical issues. While organizers strive to create unforgettable experiences and keep attendees engaged, problems occur, and emergency contacts can save the day.

Here are some examples for both types of events:

• “For technical support, please reach out to [responsible person’s name] at [contact number].”
• “For venue-related inquiries, please contact the event coordinator at [contact number].”
• “In case of an emergency, please contact the venue security desk at [contact number].”

(Source: Stripo template)

How to create event reminder emails with Stripo

Have you ever been exhausted by a time-consuming email design? Yes, me too, and that’s where Stripo can help!

Our AI Assistant improves the creation of event reminders by automating the process while you focus on strategy and engagement. How does it work, and why choose Stripo?

• outline creation: Stripo’s AI Assistant can craft an outline for your event reminders by pulling the details from the event page. It will then generate a series of emails with a specific goal and step delays;
• sequence design: Each email consists of blocks, so if needed, you can regenerate content in any section without modifying the entire sequence;
• email structure: Besides the email sequence, you can optimize layout elements (call-to-action button, header, footer, introduction, etc.) with AI Assistant;
• design and content: The AI Assistant chooses the best-fitting modules for each section, depending on the prompt and data sources. It can analyze landing pages, speaker names, or other relevant details.

Furthermore, our internal test showed that the subject line optimized with the Stripo AI Assistant had a 5% higher open rate than the one created manually. This saves you time and improves the results of your event reminder campaign.

Industry best practices for event reminder emails

With all the fuss around key email elements and optimization tips, what practices do you need to follow to send reminders that win people over?

Set up a reminder schedule

A structured reminder schedule keeps attendees informed right up until the event. Also, a single email will likely get lost in a busy inbox, while a series of reminders has more chances of reaching the recipient.

A general industry rule is to send three event reminders, with the last one sent up to an hour before the event begins. What is the most common choice for the marketing team? A recent frequency report will help you navigate this issue:

• 25% of event professionals stick to the recommended three event reminders;
• 30% of respondents prefer to send up to five reminders;
• 22% of professionals send six or more email reminders.

As the upcoming event approaches, the frequency of reminders increases to prevent attendees from feeling overwhelmed and to keep the event on top of their minds.

Try interactivity and gamification

Before you write off interactive or gamified emails as entertainment, consider the following: A single mention of “gamification” in the subject line boosts open rates by 25%. Gamified elements not only increase engagement but also provide valuable insights into attendee expectations.

How can you implement gamification into event reminders? Here are a few ideas:

• educational games: Quizzes or trivia games combine learning or preparation with fun and can positively impact attendees’ anticipation;
• discovery games: If you want to introduce the audience to a speaker or activity, discovery games are the best pick;
• interactive forms and polls: These types of content can help you get a comprehensive view of attendees' interests, concerns, or struggles.

Create an engagement hook

The whole point of event reminders is to keep your audience excited and informed. Now that you are familiar with gamification, let’s discuss how to create an engagement hook.

Share a sneak peek or teaser

Revealing all the details of an event without leaving any room for imagination decreases anticipation. Instead, try to hint at exclusive experiences and give attendees a few reasons to get curious. Here are some ways to do this:

• “What’s your top pick? Vote now to decide which topic we’ll dive into at [event name].”
• “Our speakers are gearing up for [event name]! Can you guess who’s making a surprise appearance?”
• “We’re 45% done setting up for [event name]. Here’s a sneak peek at what’s ahead.”

Encourage participation

People are more engaged with emails and at events when they feel included. Use gamification or interactive forms to get them involved. If you need some ideas on how to choose the right words, here they are:

• “Complete our event challenge and win a free consultation with our speaker.”
• “Our speaker will be taking live questions. Fill in the form, and yours could be featured.”

The best examples of upcoming event reminders

Equipped with best practices and optimization strategies, you are ready for inspiring event reminder examples.

Offline conference reminder

Subject line: 3 days left: [conference title]. Don’t miss out!

Hello [recipient’s name],

We’re counting down the days! [Conference title] is just three days away, and we can’t wait for you to join us. Here are a few details to refresh your expectations:

• Date: [event date]
• Time: [event time]
• Location: [venue name and address]
• What to bring: [badge, ID, etc.]

If you need any last-minute details, feel free to contact us at [contact number].

See you there!

(Source: Stripo template)

Online training session reminder

Subject line: Reminder: [Training session title] tomorrow at [event time]!

Hi [recipient’s name],

Are you still up for the [Training session title] starting tomorrow at [event time]? Get ready to dive into [topic].

Here’s a quick look at what you’ll learn:

• [Key learning point 1]
• [Key learning point 2]
• [Key learning point 3]

To join, click here: [link to webinar]. Be sure to log in a few minutes early to get settled.

Looking forward to seeing you tomorrow!

(Source: Stripo template)

Online networking event reminder

Subject line: 48 hours to go: [Event title]. Get ready to network!

Hi [Recipient’s name],

The [Event title] is just 48 hours away, and we’re excited to bring like-minded professionals together.

Event details:

• Date: [event date]
• Time: [event time] and [time zone])
• Link to join: [networking platform link]

Get ready to meet new people and exchange ideas. You can view the list of attendees here: [link].

See you there!

(Source: Stripo template)

Online product launch reminder

Subject line: Final countdown: [Product launch] starts in 48 hours!

Hello [Recipient’s name],

The moment you’ve been waiting for is just 48 hours away! We’re launching [product name] on [event date], and you’re invited.

What’s coming your way:

• Event date and time: [event date], [event time]
• What you’ll see: [product features or demo details]
• Exclusive offer: [link to early bird offer or promo]

Click here to get a sneak peek and set a reminder: [link].

Looking forward to unveiling it with you!

(Source: Stripo template)

Offline community meet-up reminder

Subject line: 3 days to go until [Event name]. Let’s connect!

Hi [Recipient’s name],

In just 3 days, we’ll be gathering for [Event name], and we can’t wait to see you there!

Event details:

• Date and time: [event date], [event time]
• Location: [venue name, address]
• Agenda overview: [key topics or activities]
• Dress code: [casual, comfortable, etc.]

This event is a fantastic opportunity to network with like-minded individuals, share ideas, and learn something new. To make the most of it, feel free to bring any questions or insights you’d like to discuss!

If your plans change, please let us know as soon as possible so that we can choose alternatives.

(Source: Stripo template)

Wrapping up

Budget cuts, rising event costs, and increasing competition challenge event marketing. However, the right approach to email design not only saves time and simplifies the process but also helps keep attendees engaged. A well-timed reminder can be the difference between a full house and empty seats.

We hope this article serves as a roadmap for building compelling event reminders and that our examples inspire you to design. Good luck!