Do you have a big event coming up that you don’t want your attendees to forget?
You’ve probably already spent time and money promoting, creating flyers, ads, and perhaps even writing a press release.
Even if you have a lot of people signed up and registered to come to your event or party, that still does not guarantee their appearance.
They might have signed up or bought tickets for the special day weeks or months ago!
An easy way to make sure that your guests remember all the details about your event is by sending them email reminders.
Did you know that sending out reminders to people who have shown interest in your event is just as important as first telling them about it?
Here are some simple tips and templates to help you in creating super-effective event reminder emails.
Tips for Writing Email Reminders for Events
1. Keep It Short and Sweet
The subscribers who will be receiving your event reminder email should already be familiar with what the event is for. This means that you do not need to always include the same information as you did from your initial email blast informing people about the event. A reminder can be as simple as a simple invitation with some of the main details, like the name of the event, where it is, and when it will be. You can always include a link to more information without taking up extra room on the email.
2. Include a Call to Action Button
Most of the highest performing emails have call-to-action (or CTA) buttons that grab the attention of the reader. Place the button where it will be easily seen and include stand-out colors and bold text so that it is eye-catching. Add a catchy phrase on the button, such as “Save My Seat”, “Sign Up”, or “Forward Email”. The action should be whatever you want the subscriber to do.
3. Keep Important Information Near the Top
Key details, such as dates and place, should be close to the top of the email so that it is one of the first things the potential attendee sees. They should not have to scroll down an email to see vital information. There is always a chance that they will close the email before they get there. That is why it is crucial that the most important information regarding the event is near the top, where they are more likely to see it.
4. Include Contact Information
There is always a good chance that the future attendees to your event have some questions about coming. Therefore, it is helpful to include contact information of someone who can answer the questions within the email. You can add contact information through a link to the “Contact” page of a website or just list out a phone number, email address, etc. at the bottom of the email. Make sure you include more than one way of reaching out to you.
5. Add Images and Gifs
The content of your event reminder email will be more eye-catching if it includes bright pictures and fun gifs that will engage the reader. Do not, however, just insert random images and gifs to grab their attention. They should relate to the event in some way, such as a photo of where it will be held or of a speaker who will be attending. This will also make the subscriber excited about going to your event.
What You Should Include in Your Reminder
Who and What
Make sure that your email reminder includes the name and reason for your event. You can even include this information in the subject line, the preview text, or as the heading of the email so that it will be one of the first things the reader sees.
When
The time of the event is very important information to add. This detail should be noticeable in your email without the subscriber having to read a paragraph to figure out. Bold it, put it in a separate line, etc. If your event is virtual and will be attended by people around the country, include the specific time zone of the webinar for clarification.
Where
This is just as important as the time section. Like with time, it should be as clear as possible, especially if your event is in-person and people will have to drive or walk there. A helpful tip is to include a map or a screenshot of the area to help the reader identify the place when they see it.
What Do They Need
Does your event require preparation from the guests? Will they have to bring tickets, download any apps, wear something specific? If so, include this information as a reminder and be as specific as possible.
Show Gratitude
Include a “thank you” statement within the email to thank the reader for their time and for signing up to the event. This will make your event reminder email more friendly and personable as it is incredibly simple to do. This can be at the beginning or the end of the email.
More Details
The section after all the vital information can include whatever else you want to remind the subscribers about. Are there going to be special speakers or guests that they should know about? Are there any rules regarding the venue?
Social Media Profiles
Do you have a Facebook or Twitter page that they can follow? Make sure to include them in your email so that attendees can follow your business or your event on social media for any updates. This is a good idea if you are planning future events and want to keep the same people notified outside of emails.
Frequently Asked Questions
You will have your contact information for attendees with questions, but it is also best to answer their questions within the email. Include an FAQ section with the questions and answers to some common questions regarding the event, the venue, what will be there, etc. This will limit the number of questions subscribers will ask you.
30 Subject Lines for Your Reminder Message
Here are some general ideas for creating a catchy subject line for your email. You can also catch the eye of subscribers by adding emojis to your subject line. Make sure, however, that you don’t add too many emojis or punctuation, or it could come across as junk mail.
1. Don’t forget [Insert Event]
2. Don’t miss your chance to see [Insert Performer] at [Insert Event]
3. Get [Insert Discount] when you sign up
4. Are you ready for [Insert Event]?
5. Will we see you at [Insert Event]?
6. Hurry before [Insert Event] sells out! 🏃
7. [Insert Event] is coming up!
8. [Insert Event] on [Insert Date] – mark your calendars 📅
9. [Insert Subscriber Name] reminder for [Insert Event]
10. Countdown to [Insert Event] ⏲️
11. Join us at [Insert Event]
12. Don’t miss [Insert Event]
13. Time to get excited for [Insert Event]
14. Don’t miss [Insert Event] on [Insert Date]
15. Everything you need to know about [Insert Event]
16. Get ready for [Insert Event]
17. Who to expect at [Insert Event]
18. [Insert Event] is starting on [Insert Date]!
19. Last chance to sign up for [Insert Event]
20. Don’t forget to sign up for [Insert Event]
21. Are you free on [Date]? Then come to [Insert Event]
22. We’ll be expecting you on [Insert Date]
23. Learn more about [Insert Event]
24. Book your seat for [Insert Event] 🪑
25. Sign up for [Insert Event] before it’s sold out
26. Grab your ticket for [Insert Event] 🎫
27. Remember to sign up for [Insert Event]
28. Save your spot for [Insert Event]
29. Reminder to register to [Insert Event]
30. Join our next event at [Insert Place]
31. Save the date for [Insert Event] 🗓️
Tips for Getting Customers to Open Your Email
1. A/B Testing
Send out two reminder emails (an A version and a B version) and test them to see which one performs the best. You can send them out at different times, with different subject lines, changed content, varied Call to Action buttons, etc. See which version has best open rate. A/B testing will help you send the best possible email campaigns.
2. Segment Your Email List
This information will also assist you with future emails. Create segments depending on certain data you have about your subscribers, such as those who cancelled their registration for an event vs. those who are still signed up, those who have booked vs. those who have not yet, etc. Then create individual emails for each segment tailored to each group, ensuring that each audience gets the information they will most likely need.
3. Choose a Good Time
One of the best things to do when sending out an email is to make sure that it goes out at a proper time when most subscribers will see it. This includes both the date and the time. If people still need to sign up for an event, make sure you give them enough time to do that, such as a week before. Another reminder can be sent out the day before the event to make sure they remember.
4. Make the Subject Line Mobile Friendly
Chances are that the subscriber will view their emails from a mobile device rather than a desktop. This means that your subject line should be created to be mobile friendly. Make sure that the subject line does not run too long or at least put the most important information near the beginning. Most phones only show about 41 characters of the subject line.
5. Resend to Unopened Subscribers
If your subscribers are not opening your email, then create a segment and send a new event reminder email out to them with a different subject line. See if the email performs better with a new subject. This will give you another chance to reach out to those who you missed on the first try.
Reminder Email Template Examples
Promoting the Event
Hi [Insert Name]
You’re invited to join us at [Insert Event]!
[Describe Event]
We hope to see you at [Insert Event] on
[Insert Date]
[Insert Place]
[Insert Any Incentives]
[Call to Action Button]
If you have any questions, reach out to use at [Insert Contact].
[Insert Sign Off]
Confirming Someone Signing Up
Hello [Insert Name]!
Thank you for signing up for [Insert Event]. We can’t wait to see you!
Location: [Insert Place]
Door Opens: [Insert Time]
Please Bring: [Insert Necessities]
Don’t forget to RSVP by [Insert Date]
[Insert Sign Off]
Number of Days Reminder
Hi [Insert Name]
[Insert Event] is only [Insert Number] of days away! We will see you there.
Here is the schedule for the day:
[List Dates/Times and Speakers]
How do you get there?
Address: [Insert Place]
Direction: [Include Any Directions, Parking, etc.]
Contact: [Insert Contact]
[Insert Sign Off]
Wrapping Things Up
Hopefully, these few tips and templates will help you construct an eye-catching event reminder email that gets a lot of engagement. Sending reminders out to your subscribers will help you get a greater attendance at your event and gives you a chance to promote it again to those who have not registered.