How to Write an Event Confirmation Email

You want to be a good host when you put on an event. That means keeping the lines of communication open between you and your event goers. Your event confirmation email establishes those lines. It helps to set the tone for your event and can pass along critical information. An estimated 64% of customers find these emails useful, with over 70% of the confirmation emails getting opened. Your event confirmation message is an excellent opportunity to nurture a strong relationship with your attendees. 

As you start planning your event, take time to consider how you can create the perfect confirmation email. Here's how to get started.

What are event confirmation emails?

An event confirmation email is a communication sent to participants, attendees, or guests to confirm their registration, attendance, or participation in an upcoming event. It confirms that their registration has gone through and provides them with the relevant information they need for your event. 

It typically includes the following information:

• The event name and date
• The event location
• The attendee's name and contact information
• The payment information, if applicable
• Any important event details, such as dress code, parking, or transportation
• A link to the event website or registration page

Event confirmation emails are an important part of the event planning process. They help to ensure that attendees have all the information they need to attend the event. They can also be used to promote the event and encourage attendees to share it with their friends and colleagues.

Why are event confirmation emails important?

Registering for an event in person means receiving something in return, such as physical tickets. When people sign up for your event online, you want to replicate this part of the buying experience and provide them with something in response to their registration. This provides them with a reminder about the event, confirms that they have made their purchase, and gives them something to reference when they want to check something about the event.

Event confirmation emails are important because they:

1. Confirm the attendee's registration and inform the attendee that they are registered for the event and that their spot is guaranteed.
2. Provide important event details such as the date, time, location, dress code, and any other relevant information.
3. Build excitement for the event and make them more likely to attend.
4. Promote the event to a wider audience by including a link to the event website or registration page.
5. Promote referral programs and encourage attendees to share the event with their friends and colleagues.
6. Collect feedback from attendees to improve future events.

Event confirmation email examples and templates

Sometimes, the best way to learn how to write an awesome email is to look at examples. Let's explore a few examples along with templates that can help you craft the messages yourself.

Event registration confirmation email template 1

[Personalized Intro]

Thank the attendee. Provide them with the core information for the upcoming event.

Let them know where they can access their registration information and what they should do if they need to make any changes. 

Promote your referral program

[Personalized closing]

Email confirmation example 1

Dear Meredith, 

Your registration and payment for Digital Marketing Fair 2023 have officially been received! Thank you!

We look forward to seeing you on June 3, 2023, at 9 am in the Friedmon Hotel at 1234 Main Street in Town, State.

If you want to review your registration details, you can access your account here digitalmarketing.fair. If you need to make any changes to your registration, you can make your edits there as well. 

As we get closer to June, look for another email from me with the complete speaker list and agenda.

In the meantime, we'd love it if you could let your friends and colleagues know about the Digital Marketing Fair. Anyone who brings us a referral gets a gift card to enjoy one of the restaurants in the area. Just tell them to drop your name!

Let me know if you have any questions.

Thanks again!

Joe

Why is it good?

Notice how this event confirmation email contains a few main parts:

1. It provides confirmation of the registration.
2. It provides the recipient with helpful information about their registration.
3. It reminds the attendee of the relevant event information.
4. It promotes the referral program.
5. It gives the attendee someone to personally contact if they have questions.

Event registration confirmation email template 2

[Personalized intro]

Thank the participant.

Introduction to a personalized contact for the attendee.

3-4 bullet points with relevant information, including the event time and place, information about bookings, and how to modify registrations.

A reminder to look out for more detailed emails before the event.

[Personalized closing]

Email confirmation example 2

Good morning Craig!

I just received your registration for the College Network Alumni event. We can’t wait to see you in Washington, D.C. this May!

I wanted to introduce myself quickly. My name is Maya, and I am one of the alumni support team members, here to make sure that you have an excellent time at our alumni event. 

I wanted to send this email quickly to make sure you had all the relevant information.

1. We will be meeting on May 30-31, 2024. We begin with a kick-off breakfast even at 8:30 at the Hyatt Hotel at 1234 Street Name, City.
2. If you need to book a hotel room, we will have a block of rooms available at Hyatt Hotel as well.
3. Please tell all your fellow alumni about the upcoming event! The more, the merrier, and we are planning an event to remember.
4. You can review your registration at alumnievent.college.edu. If you need to make any edits, you can do so there as well!

In the coming weeks, we will send another email with more information about the agenda and speakers. Watch for it in your inbox!

Maya

Why is it good?

With this email, the event host used a numbered list to provide clear information to the recipient. Since they had a few key points they wanted the attendee to note, such as the hotel where they can access the room block, the list makes it easier to help each piece of information stand out.

Event registration confirmation email template 3

[Personalized into]

Thank the participant

Call the reader's attention to the core information you will deliver.

Use the Who/What/Where/When/Why format to highlight the important event information.

Let users know how to connect to others and start preparing for the event, such as using a hashtag.

[Personalized closing]

Email confirmation example 3

Dear Vinnie,

Thank you for registering for our upcoming Networking Event!

Here is the information you want to bookmark:

Who: YOU and other outstanding sales team members

What: Networking Event

Where: 123 Street Name in City, State. 

When: Jul 12, 2024

To stay connected to everyone else attending the event, follow the hashtag #NetworkingEvent2024!

You can also start getting excited by downloading our networking resource right here.

We look forward to seeing you, and thanks again for your registration!

Best regards,

Anna

Why is it good?

In this email, you see the core event information has been set apart in its own section, making sure it doesn't get overlooked. Opportunities to engage more with the brand and use hashtags to start networking early are also included.

Event registration confirmation email template 4

[Personalized intro]

Thank the participant and remind them about when they should participate in the event. 

Provide the participant with relevant information, such as their personalized link, that will allow them to access the event.

Let the attendee know how to get answers to their questions.

[Personalized closing]

Email confirmation example 4

Dear Joelle,

Thank you for registering for our upcoming webinar on December 12, 2023, at 11 a.m. PT!

Here is your unique link to get you into the event. [link]

Remember that this link will only work for you! 

We encourage you to let your colleagues know about the upcoming discussion. This hour is going to be jam-packed with information about environmental safety.

Let me know if you have any questions! Just respond to this email.

Wishing you the best,

Ruhi

Why is it good?

In this email, you see valuable information about webinar access included. The date and time are given clearly, along with the link and instructions about not sharing it. The writer also includes a promise about the value the participant will receive by tuning into the discussion. 

Event registration confirmation email template 5

[Personalized intro]

Thank the participants for their registration. Remind them about the important event details.

Use a bullet-point list to draw the reader's attention to important rules and regulations you want them to note.

[Personalized closing]

Email confirmation example 5

Dear Ethan,

We are excited to have received your registration for our IT Security training! We will meet on November 10, 2023 at Famous Hotel in San Francisco, California, starting at 9 a.m. PT.

We are dedicated to helping you remain at the forefront of cybersecurity advancements.

Note that since we will share sensitive information and provide in-depth training, the following rules will apply to the conference.

• No outside devices will be permitted during the conference.
• Each participant will have a secure computer loaned to them for the duration of the event.
• A secure locker will be offered to all participants to store their cell phones and other sensitive electronics.
• If someone urgently needs to connect with you during the training, they can call (123) 456-7891. We recommend you pass this number along to any emergency contacts who may need to reach you.

We look forward to meeting you and showing you the latest developments in cybersecurity!

Christopher

Why is it good?

This email provides attendees with important details related to the rules and regulations for the event. When you have something out of the ordinary, such as not allowing electronics, you want to make sure that is clear to participants so they have time to prepare and ask any questions they might have. This email also fulfills the other main objectives of event confirmation emails, including reminding attendees of the time and place.

How to write a confirmation email for an event

The models above will give you a great outline to help you create your own event confirmation email. Writing an effective event registration confirmation email is important to provide attendees with a clear understanding of their registration status and the details of the upcoming event. Let's dive in and learn how to write an event confirmation email that leaves a lasting impression.

The elements of a good event registration confirmation email

Here are the important elements you want to include in any quality event registration confirmation email.

1. Write short but valuable emails

You want your email to get to the point quickly. It should provide your attendees with the information they need about your upcoming event and not include unnecessary information. If you want to include more information in a later email, such as the full agenda for the event, let them know that email will come shortly. 

Keeping the email short helps to encourage people to read it completely. It also makes it easier for people to scan and see the information you want them to really absorb: the event details.

2. Include appropriate images

Images can help you attract attention to your emails. Emails that have images see a 4.5% higher CTR than those with only text, which means that including visuals can boost your email appeal. However, keep your images highly relevant and make sure they complement your text. You do not want distracting images or an excessive number of pictures that can frustrate or distract users. 

3. Use effective CTAs

Let your attendees know what exactly they should do after reading your email. For example, you might direct your recipients to download resources, which will give you a chance to increase their engagement with you. If you want them to share your email, also make that clear.

4. Pay attention to your event confirmation email subject line

Strong email subject lines encourage people to open your email. The right message in the subject area will catch people's eyes and tell them that this message is worth their time. You want a subject line that lets people know they want to open your email right away and that your message offers something of value.

For example, here are some subject lines you might consider:

• Here is everything to know for Webinar!
• We got your Event registration. Here is your info!
• Don’t lose this email! Just 84 days until Event
• Event registration confirmation: [Event Name]

5. Do not use spammy words

As you start drafting your confirmation emails for event registrations, make a note that you do not use any ‘spammy’ words in your message, particularly in the subject line. Works like ‘free’ or ‘promotion’ or excessive use of punctuation marks, like exclamation points, can increase the odds of your message ending up in the spam box. You do not want people to miss the important information in your email, which can frustrate them as they prepare for your event. Avoid these types of words that can trigger spam filters.

6. Personalize your content

People always respond better to content you have written for them. In fact, people open personalized emails 82% more than general ones. Keep your audience engaged by personalizing the content in this type of email as well. Acknowledge the recipient by name. If they included other information, such as their company or different interests, look for ways to incorporate that as well. 

7. Segment your audience

Similar to personalization, segmenting your audience helps you put a special touch on your message. Say you want to host an event near the beach in Florida. You might segment your audience based on their current location and include personalized information about the weather. For example, if someone is traveling from Vermont in December, you might mention a break from the cold.

You might also segment people based on time. If you have a webinar, you might include the start time based on your recipient's time zone. 

Look for ways to make your email even more relevant to the person receiving it.

8. Invite attendees to your social media profiles

Including your social media profiles provides your audience with an easy way to learn more about your company, and your event. Inviting them to follow you on different profiles can help them stay in contact with you. They will follow you for announcements about more great events and to stay up-to-date about the latest regarding the event they want to attend. 

9. Add company details

Provide your recipients with information about your company and who they reach out to if they have any questions about the event or your company in general. 

10. Provide attendees with extra help

Help your attendees remain organized and stay on top of the demands for the upcoming event. Use your email to keep them organized by including all the relevant information about your conference or meeting. If registering for an event provides them with any type of account on your page, provide them with a link so that they can keep track of their information and make any necessary modifications. Similarly, provide them with the link or login information if they need a link to access your event, such as a webinar. Keeping everything in one place helps your audience stay organized.

See how Hubilo helps you power your event marketing

A well-crafted event confirmation email is paramount in ensuring a seamless event experience for attendees. It formally confirms their registration and provides them with essential event details, setting the stage for positive and well-prepared participation.

In today's fast-paced digital world, leveraging event management platforms like Hubilo can enhance the effectiveness and efficiency of your event confirmation emails. Hubilo offers event marketing features that allow you to send registration confirmation emails directly from the platform, streamlining your communication process and saving you valuable time and effort.

With Hubilo's event marketing capabilities, you can easily customize and personalize your event confirmation emails, incorporating all the necessary details while maintaining consistent branding. Additionally, the platform provides seamless integration with event registration and ticketing systems, enabling you to track attendees' registration status and deliver automated confirmation emails in real time.

Use Hubilo's Email Marketing Engine, a powerful yet easy-to-use email automation tool that lets you personalize all your event-related communication according to your brand. This comprehensive platform empowers you to create a seamless end-to-end event experience for your attendees, from registration to confirmation and beyond. Take advantage of the opportunity to elevate your event confirmation emails and deliver a memorable experience to your attendees. Request a demo of Hubilo today and unlock the potential of seamless event management.