This information explores every little thing it is advisable learn about occasion reminder emails. We are going to begin with definitions and business tendencies and finish with creation steps and finest practices. Additionally, you will obtain 10 inspiring occasion reminders: 5 e-mail templates and 5 textual content copies.
Round 89% of entrepreneurs skilled a drop in occasion attendance, whereas the variety of conferences elevated by 112%. Professionals must go the additional mile to create efficient occasion reminder emails and increase attendance in a aggressive atmosphere.
However what makes reminder messages efficient, and what are the business tendencies to comply with? Let’s discover out.
About occasion reminder emails
An occasion reminder e-mail is a advertising and marketing instrument designed to maintain attendees knowledgeable and enthusiastic about upcoming occasions. Consider it as an summary of key occasion particulars to encourage attendance.
On this article, we discover two forms of occasion reminders:
- on-line occasions: A webinar, inner assembly, product demo, workshop, and digital networking occasion are examples chances are you’ll come throughout. In line with 90% of entrepreneurs, the primary benefit of on-line conferences is a optimistic impression on attendance;
- offline occasions: Examples embrace summits, exhibitions, and hackathons.
Occasion advertising and marketing challenges
If you’re nonetheless in two minds about whether or not to ship occasion reminder emails, let’s examine the studies showcasing the results of not sending them:
- 34% of pros noticed a ten%–25% drop in attendance at in-person occasions, whereas 44% skilled a 1%–10% lower;
- 22% of entrepreneurs anticipated an extra decline in upcoming occasion attendance;
- 20.5% of pros discovered viewers engagement in occasion advertising and marketing difficult;
- 22.2% of occasion registrants cite an absence of engagement;
- 19.3% of entrepreneurs measure success based mostly on occasion attendance.
Each advertising and marketing groups and occasion attendees wrestle with engagement: the previous group finds it difficult, whereas the latter notes its absence.
Detailed and visually interesting occasion reminders can hold attendees excited and increase attendance.
Occasion advertising and marketing tendencies
The methods for constructing an ideal occasion reminder e-mail depend upon business tendencies. Whereas the ultimate copy ought to stability customization and finest practices, tendencies can provide you an concept of path.
Listed here are the highest 5 approaches, in accordance with the Eventex report:
- AI: Artistic professionals proceed implementing GenAI instruments to create significant connections and enhance total innovation within the business;
- sustainability: Eco-friendly practices are rising in popularity and transcend lowering plastic use. Straightforward-to-read and minimalist reminder e-mail templates are examples of eco-friendly approaches to advertising and marketing;
- content material: A shift from amount to high quality content material with humorous parts is predicted to be an occasion advertising and marketing pattern in 2025;
- challenges: Shrinking budgets and rising attendee expectations will proceed to form the business;
- personalization: Entrepreneurs must encourage attendees to go to occasions by providing customized experiences with custom-made agendas and presents.
Key parts of an occasion reminder e-mail
With all these challenges and tendencies in thoughts, let’s take a look at the important thing parts that make up participating occasion reminder e-mail templates.
Informative topic line
Reminder e-mail topic traces are the calling playing cards of the message. A well-crafted topic line allows you to present key occasion particulars in a number of phrases with out having to open the e-mail.
What does an efficient topic line appear like? Let’s examine two variants:
- variant A: This topic line possibility seems overly promotional. On the identical time, a non-descriptive line doesn’t carry any important particulars and could also be perceived as obscure;
- variant B: This feature contains particulars concerning the occasion identify and mentions a countdown, creating a way of urgency.
(Supply: E mail from TPGi)
Whereas a very good topic line doesn’t must reveal all the main points, it does want to present an understanding of what the e-mail is about. Overly promotional or spammy topic traces might fail to remind attendees of the occasion as they don’t all the time convey a transparent message.
Important occasion particulars
Attendees want clear, easy-to-find data in your occasion reminders to come back ready. Lacking or complicated particulars can result in frustration and even no-shows.
What are the important thing particulars to incorporate?
- occasion date and time: A gathering reminder with no date and time is incomplete. Individuals’s schedules get hectic, in order the organizer, it is advisable ship a pleasant reminder with all of the important particulars;
- occasion location: A phrase reminder concerning the occasion location is a should for offline and digital occasions. The precise handle or a gathering hyperlink on the occasion web site (Google Meet, Zoom, LinkedIn, or YouTube) ease navigation;
- occasion kind: A couple of phrases about whether or not it’s a webinar, workshop, convention, or networking occasion can assist folks put together higher.
(Supply: Stripo template)
Agenda overview
A well-structured agenda is one other method to assist attendees plan their go to. You may spotlight key classes, invited business leaders, and network-related matters to construct anticipation with out spoiling the intrigue.
Along with the schedule and occasion overview, chances are you’ll embrace the next:
- on-line occasions: Point out session codecs (dwell, pre-recorded, or interactive) and whether or not attendees can submit questions;
(Supply: Stripo template)
- offline occasions: Indicating breaks, speaker names, matters, and networking alternatives are nice examples to incorporate in your e-mail reminders.
Occasion necessities
Have you ever ever attended an occasion solely to search out out that you’re lacking obligatory data? Evidently, this negatively impacts the attendee’s expertise earlier than the occasion begins.
A reminder e-mail might be a non-invasive method to supply a fast heads-up and put together an individual for a snug go to. Listed here are a number of examples of what you may embrace:
- on-line occasions: Secure web, a working microphone, related software program, laptop computer or pc, any sign-ups that must be accomplished upfront;
- offline occasions: ID, ticket affirmation, enterprise playing cards, or particular supplies as wanted.
A fast reminder of an inventory of prohibited gadgets based mostly on venue insurance policies may reduce safety issues and preserve a optimistic attendee expertise.
Gown code
Speaking the gown code for a company occasion prevents uncertainty and ensures that attendees really feel appropriately dressed. In addition to consolation, particular clothes could also be required, relying on the nation the place the occasion is being held.
Contemplate including related particulars or examples of comfy and applicable apparel.
Further logistics
What could seem trivial at first look could be the ultimate aspect of a considerate and thrilling occasion. For the reason that group for on-line and offline occasions differs, let’s talk about what invaluable insights you may add:
- on-line occasions: Make clear whether or not a recording shall be obtainable, present troubleshooting ideas, and add a hyperlink to the FAQ web page;
(Supply: Stripo template)
- offline occasions: Venue map, parking directions, public transportation choices, and accessibility data can assist you enhance attendance by helping attendees with logistics.
Final-minute assist contacts
Even with essentially the most detailed occasion reminders, last-minute questions come up: points with entry hyperlinks, venue instructions, or technical points. Whereas organizers attempt to create unforgettable experiences and hold attendees engaged, issues happen, and emergency contacts can save the day.
Listed here are some examples for each forms of occasions:
- “For technical assist, please attain out to [responsible person’s name] at [contact number].”
- “For venue-related inquiries, please contact the occasion coordinator at [contact number].”
- “In case of an emergency, please contact the venue safety desk at [contact number].”
(Supply: Stripo template)
How one can create occasion reminder emails with Stripo
Have you ever ever been exhausted by a time-consuming e-mail design? Sure, me too, and that’s the place Stripo can assist!
Our AI Assistant improves the creation of occasion reminders by automating the method whilst you concentrate on technique and engagement. How does it work, and why select Stripo?
- define creation: Stripo’s AI Assistant can craft an overview on your occasion reminders by pulling the main points from the occasion web page. It’ll then generate a collection of emails with a selected purpose and step delays;
- sequence design: Every e-mail consists of blocks, so if wanted, you may regenerate content material in any part with out modifying the whole sequence;
- e-mail construction: In addition to the e-mail sequence, you may optimize structure parts (call-to-action button, header, footer, introduction, and so forth.) with AI Assistant;
- design and content material: The AI Assistant chooses the best-fitting modules for every part, relying on the immediate and knowledge sources. It could actually analyze touchdown pages, speaker names, or different related particulars.
Moreover, our inner take a look at confirmed that the topic line optimized with the Stripo AI Assistant had a 5% increased open charge than the one created manually. This protects you time and improves the outcomes of your occasion reminder marketing campaign.
Trade finest practices for occasion reminder emails
With all of the fuss round key e-mail parts and optimization ideas, what practices do it is advisable comply with to ship reminders that win folks over?
Arrange a reminder schedule
A structured reminder schedule retains attendees knowledgeable proper up till the occasion. Additionally, a single e-mail will possible get misplaced in a busy inbox, whereas a collection of reminders has extra probabilities of reaching the recipient.
A basic business rule is to ship three occasion reminders, with the final one despatched as much as an hour earlier than the occasion begins. What’s the most typical alternative for the advertising and marketing staff? A current frequency report will assist you navigate this subject:
- 25% of occasion professionals persist with the beneficial three occasion reminders;
- 30% of respondents favor to ship as much as 5 reminders;
- 22% of pros ship six or extra e-mail reminders.
Because the upcoming occasion approaches, the frequency of reminders will increase to stop attendees from feeling overwhelmed and to maintain the occasion on high of their minds.
Attempt interactivity and gamification
Earlier than you write off interactive or gamified emails as leisure, think about the next: A single point out of “gamification” within the topic line boosts open charges by 25%. Gamified parts not solely enhance engagement but additionally present invaluable insights into attendee expectations.
How are you going to implement gamification into occasion reminders? Listed here are a number of concepts:
- instructional video games: Quizzes or trivia video games mix studying or preparation with enjoyable and might positively impression attendees’ anticipation;
- discovery video games: If you wish to introduce the viewers to a speaker or exercise, discovery video games are one of the best choose;
- interactive varieties and polls: A majority of these content material can assist you get a complete view of attendees' pursuits, issues, or struggles.
Create an engagement hook
The entire level of occasion reminders is to maintain your viewers excited and knowledgeable. Now that you’re aware of gamification, let’s talk about find out how to create an engagement hook.
Share a sneak peek or teaser
Revealing all the main points of an occasion with out leaving any room for creativeness decreases anticipation. As an alternative, attempt to trace at unique experiences and provides attendees a number of causes to get curious. Listed here are some methods to do that:
- “What’s your high choose? Vote now to determine which subject we’ll dive into at [event name].”
- “Our audio system are gearing up for [event name]! Are you able to guess who’s making a shock look?”
- “We’re 45% accomplished establishing for [event name]. Right here’s a sneak peek at what’s forward.”
Encourage participation
Individuals are extra engaged with emails and at occasions after they really feel included. Use gamification or interactive varieties to get them concerned. Should you want some concepts on how to decide on the correct phrases, right here they’re:
- “Full our occasion problem and win a free session with our speaker.”
- “Our speaker shall be taking dwell questions. Fill within the kind, and yours might be featured.”
The most effective examples of upcoming occasion reminders
Outfitted with finest practices and optimization methods, you might be prepared for uplifting occasion reminder examples.
Offline convention reminder
Topic line: 3 days left: [conference title]. Don’t miss out!
Hey [recipient’s name],
We’re counting down the times! [Conference title] is simply three days away, and we are able to’t wait so that you can be a part of us. Listed here are a number of particulars to refresh your expectations:
- Date: [event date]
- Time: [event time]
- Location: [venue name and address]
- What to deliver: [badge, ID, etc.]
Should you want any last-minute particulars, be happy to contact us at [contact number].
See you there!
(Supply: Stripo template)
On-line coaching session reminder
Topic line: Reminder: [Training session title] tomorrow at [event time]!
Hello [recipient’s name],
Are you continue to up for the [Training session title] beginning tomorrow at [event time]? Get able to dive into [topic].
Right here’s a fast take a look at what you’ll study:
- [Key learning point 1]
- [Key learning point 2]
- [Key learning point 3]
To affix, click on right here: [link to webinar]. You should definitely log in a couple of minutes early to get settled.
Trying ahead to seeing you tomorrow!
(Supply: Stripo template)
On-line networking occasion reminder
Topic line: 48 hours to go: [Event title]. Get able to community!
Hello [Recipient’s name],
The [Event title] is simply 48 hours away, and we’re excited to deliver like-minded professionals collectively.
Occasion particulars:
- Date: [event date]
- Time: [event time] and [time zone])
- Hyperlink to affix: [networking platform link]
Prepare to fulfill new folks and trade concepts. You may view the record of attendees right here: https://stripo.e-mail/weblog/how-to-write-an-effective-event-reminder-email.
See you there!
(Supply: Stripo template)
On-line product launch reminder
Topic line: Ultimate countdown: [Product launch] begins in 48 hours!
Hey [Recipient’s name],
The second you’ve been ready for is simply 48 hours away! We’re launching [product name] on [event date], and also you’re invited.
What’s coming your method:
- Occasion date and time: [event date], [event time]
- What you’ll see: [product features or demo details]
- Unique supply: [link to early bird offer or promo]
Click on right here to get a sneak peek and set a reminder: https://stripo.e-mail/weblog/how-to-write-an-effective-event-reminder-email.
Trying ahead to unveiling it with you!
(Supply: Stripo template)
Offline group meet-up reminder
Topic line: 3 days to go till [Event name]. Let’s join!
Hello [Recipient’s name],
In simply 3 days, we’ll be gathering for [Event name], and we are able to’t wait to see you there!
Occasion particulars:
- Date and time: [event date], [event time]
- Location: [venue name, address]
- Agenda overview: [key topics or activities]
- Gown code: [casual, comfortable, etc.]
This occasion is a unbelievable alternative to community with like-minded people, share concepts, and study one thing new. To profit from it, be happy to deliver any questions or insights you’d like to debate!
In case your plans change, please tell us as quickly as attainable in order that we are able to select options.
(Supply: Stripo template)
Wrapping up
Finances cuts, rising occasion prices, and growing competitors problem occasion advertising and marketing. Nevertheless, the correct strategy to e-mail design not solely saves time and simplifies the method but additionally helps hold attendees engaged. A well-timed reminder could be the distinction between a full home and empty seats.
We hope this text serves as a roadmap for constructing compelling occasion reminders and that our examples encourage you to design. Good luck!
