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12 April

How to Write an Effective Event Reminder Email

Stripo / Blog / How to Write an Effective Event Reminder Email

Once people have purchased your products, be it a ticket to a conference or a video tutorial, you may think that your mission is done here. But humans, due to being extremely busy, tend to forget about any kind of event. And we need to politely remind them to show up for a concert or a webinar. By sending reminder emails, we actually show our respect and concern. In this simple way, we also build stronger relations with our customers.

With Stripo's templates, you build reminder emails to increase the event attendance rate way faster
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How to write an effective reminder email for an event?

We need to keep in mind that an event reminder email never goes alone — you need to create a series of them to make this email campaign effective.

Aslo, an event reminder email is preceded by an event invitation and is followed by a "follow-up" email.

The content of a reminder email for an event depends on the type of event per se. There are two major types of them: Online and offline. Let’s survey them both. 

Online events

The most popular online events are webinars, live streams, and online course platforms.

They all need proper registrations and reminders. There should be at least 4 reminder emails in a sequence.

Email 1. Confirmation of registration

This is the first email that you send to your attendees right after their registration to an event. Here, you need to just confirm that the seat is reserved for a person.

And it would be nice of you to remind them of the subject and the date of the event.

Event Reminder Email_Registration Confirmation Email

(Source: Email from Litmus)

This is a triggered email that should be sent right after registration. Do not make people wait for it for hours.

Email 2-4. Event reminder emails themselves

The first friendly reminder email should be sent a few days after the registration/two weeks before the event.

Event Reminder Email with Key Information About the Event

(Source: Email from OptinMonster)

We can say this event reminder email sample is a good one because it contains almost all the necessary information we should mention when creating an event reminder email:

  • company name;

  • webinar topic;

  • date;

  • panelists;

  • the benefits people get from attending your event.

Key elements to include in your event reminder email

Write a clear subject line

Make it pretty clear and concise. A perfect line here would be “Webinar_Name…” or “Reminder_Name”. Nothing else.

Subject Lines for Event Reminder Emails

(Source: Gmail)

Mention the date

When is it reasonable to mention dates? Always…

Exception: If an online meeting is scheduled for today, then it should say “Today at…” or “Today in 2 hours”. But in other cases, mention the full date including the time zone.

Here’s a perfect example, “Monday, June 21st, at 6 PM PST”.

Note! All essential info on the first invitation reminder in a sequence is supposed to be placed on a banner.

Calendars

You can either create an event in Google or iCalendar for your event reminder messages and add your subscribers to it, or ask them to create one on their own. But it is utterly important to put a note on a calendar.

Event Reminder_The Add to Calendar Link

(Source: Email from Stripo)

Countdown Timers

Add countdown timers to inform about the remaining time. Attendees need to know how soon your event starts.

Timer in Event Reminder Emails

(Source: Email from Email on Acid)

For more information on how to use timers in emails, please watch our video given below.

Add countdown timers to your reminder emails in no time with Stripo 
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The “Share with your friends” option

We may add a “share with your friend” or “invite your friends” button. And if we do, we will make it easier for your attendees to invite their friends to your webinar.

The Share with Your Friends Link in Webinar Reminder Email Template

Use this event reminder email template to help attendees to your webinar  
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Benefits attendees get 

People read books, newspapers, blogs, and visit webinars because they want to learn something new. Thus, it is appropriate to mention once again what they are going to achieve by attending the webinar or an online meeting.

It is at your discretion whether to place it on a bright banner or add as plain text in your reminder message for an event.

Benefits of Attending Webinar

(Source: Email from Similarweb)

Names and photos of speakers

Don’t forget to mention the panelists. First of all, it would be polite. Secondly, this is a good opportunity to grab subscribers’ interest. Mention the speakers’ names, some achievements, and links to the website for more detailed information on their projects.

Panelists in Webinar Reminder Email

(Source: Email from Techopedia)

Location

Be sure to always mention where exactly the webinar/online meeting is about to take place. 

 If possible, even add a link to the event.

Specifying Location in Email Reminders for a Webinar

(Source: Email from Stripo) 

Questions for further discussion

Involve attendees in the preparation for the webinar. Either ask them to answer the questionnaire on the webinar topic, of course, if you plan to thoroughly work with the results and discuss them during the session, or ask them to read some articles on the given topic. Mention, that all the questions that will arise after reading, will be discussed at the webinar.

 Also, a good thing to do is to ask people which specific subjects they'd love to investigate more closely.

Btw, this is also a good way to warm the subscribers’ interest.

Enabling Attendees to Ask Questions

(Source: Email from Litmus)

Link to a recording

There always will be some people who would love to attend your online event, but can’t make it on time. Let them know you will provide them with a recording once you have it.

Event Reminder Emails_Sharing a Recording

(Source: Email from Techopedia)

Maybe even those who visited it would like to watch it again to refresh some moments in their memories.

Email 6-7. Last reminder

Send the second to last email a day before the event to remind attendees they need to plan their day with your webinar in mind.

Reminder Email for a Webinar_The Webinar Starts Tomorrow

(Source: Email from Toucan Toco)

And the last email of a sequence is to be sent an hour before the start. You will urge and give attendees time to finish their errands. Add the link to the meeting.

Event Reminder Email_Last Reminder for a Webinar_Mailcon

(Source: Email from Mailcon)

Even for the last message, the subject line should say “Reminder”  or “Webinar”. E.g., “[Webinar_Name] Starts in 5 minutes.

Also, it will be a good idea to send a web-push message with the link.

Email 8. Recording of a webinar

As we said, there are always some people who can’t make it to your webinar no matter how they want it. Share a recording of the webinar as soon as you have it.

Event Reminder Email_Sending a Recording of a Webinar

(Source: Email from Litmus) 

Email 9. Follow-up email message

Ask attendees for feedback. It is always useful to know what they think about this webinar/online conference.

Asking for feedback in Webinar Reminder Emails

(Source: Really Good Emails)

Did you know that you can embed questionnaires and open Forms in emails? These forms collect up to 5 times more feedback from your attendees.

For more information on types of Surveys and ways to add them in emails, please refer to the "Survey Invitation Emails" blog post.

14 min read

236918 views 4.3

10 Best Practices to Create Survey Invitation Emails Read

Offline Events

By an offline event, we mean a live concert, exhibition or seminar, etc. A vast majority of offline events are conferences and concerts.

How many reminders should you send here?

We recommend just three…

Email 1. Confirmation

Here, you need to send either confirmation if this is a free event, or tickets if this is a paid event.

Event Confirmation Email_Offline Events_Reminder Email

(Source: Email from Web Summit)

Email 2. Key details about the event and instructions

This reminder email goes with general information. Make sure you send it a week or even a few weeks before the event.

Offline Event Reminder Email_Details

(Source: Email from Web Summit)

Key details to include in your offline event reminder email

Here is the list of information you should also include in the message:

Map

If the event will take place in the subscribers’ own town, then they will need just a map of how to get there.

But what if people need to travel across the country or across the world?

Your help will be highly required: with a hotel, transfer, sights, information on which airport is better to use in order to get to the hotel faster, and some local events.

Event Reminder Email with Google Map

(Source: Stripo template)

Agenda of the event

Add a meeting agenda to the message. Mention when the conference starts, when it ends, whether there will be a lunch break. Will the attendees be provided with food and drinks? If not, where can they find a cafe nearby?

Agenda of offline events in reminder emails

(Source: Really Good Emails)

Dress-code

Let people know the format of the meeting. What clothes are appropriate to wear: Shorts or a tuxedo. In the conference reminder email, notify if the laptops and notebooks are provided for work during the meeting. Or ask people to bring in their ones.

Send out all this information at least a week before the meeting.

Directions

Inform people what they should do first upon arriving. Whom they may contact in case of emergency. Covid and luggage restrictions, etc.

Directions for Offline Event

(Source: Email from Web Summit)

Seems like this is it.

This post contains a number of great, in our opinion, event reminder email examples. We hope they got you inspired to build your own emails for reaching out to your attendees after their registration for an event that you host.

Final thoughts

Stick to these simple recommendations and you will drive as many attendees to your event as possible:

  • send reminders to show your concern;

  • build a sequence of event reminder emails to make your campaign effective;

  • add additional info on sights, weather, and the transfer will endear you and your company to the visitors;

  • always highlight the most important data in your reminder emails.

I sincerely wish you the best of luck in all your future endeavors!

Reduce time on email production with our ready-to-use event reminder email templates   

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