How to send out event reminder emails

The Complete Guide to Event Reminder Emails (including Templates & Examples!)

Learn how to create & customize your event reminder emails! No matter what type of event, create excitement for attendees with just a few clicks.
Hubilo
,
February 23, 2023

Event reminder emails can help your guests keep your event at the forefront of their minds. Life can become chaotic at times, and your guests may unintentionally forget about your event. By sending out event reminder emails, your guests will keep your event fresh in their minds, while also creating a sense of excitement for your guests.

What is an event reminder email?

An event reminder email is an email created and sent to your guests to remind them of your upcoming event. These emails can be sent out weeks, days, or even hours before the event begins. Event reminder emails can also be added and synced right to your guests’ calendars , so they are reminded of your event every time they look at their calendars. 

Why you should send event reminder emails?

You should send event reminder emails to keep everyone aware of your upcoming event. You can add any changes that may pop up in  the email, so your guests can plan accordingly. You can craft your email with wording to get your guests excited about your event! 

7 key elements to include in your event reminder email template

No matter what type of event you’re throwing, you should be including these elements in your emails!

<span class="mid-size-title">Title and topic</span>

The title and topic of your event email should be included either in the subject line of the email or at the very beginning of your email. This lets your guests know what the topic or theme of the event is, and it should be visible to your guests as soon as they see your email!

<span class="mid-size-title">Date and time</span>

This is the main reminder element of your event reminder email! Guests should be reminded of your event date and time, so they can add it to their calendars. Sending a series of date and time event reminder emails will allow your guests to see multiple emails about your event, so it will be in the forefront of their minds. 

<span class="mid-size-title">Location of the event</span>

Events can be held either in-person or online- both of which can be very successful! If your event is held in person, be sure to add the address of the location, and even a Google Map printout of the location. In these printouts, guests should be able to see surrounding landmarks  to ensure they are in the right place. If your event is virtual, be sure to include the link to the event. If there are any passwords or codes to enter the meeting, be sure to include those as well.

<span class="mid-size-title">Provide the required preparation</span>

If your event has any extras that guests need, be sure to make them aware of that well before the event. For example, if there are any extra apps to download, or if there are any documents that need to be reviewed, be sure to include them for your guests. Your event, both in-person and virtual, might need a QR code to enter, and you should add that QR code to your event reminder email for your guests.

Providing your event guests with QR code

<span class="mid-size-title">Add a thank you note</span>

Thank you notes go a long way ! After your guest registers for your event, send a hank you note immediately! Thank them for registering for your event and include a note to say that you are excited to see them! Once the event is over, send another thank you note, to thank your guest for attending and that you hope to see them at any future events!

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<span class="mid-size-title">Additional information</span>

If there is any additional information you need to provide to your guests, this should be included in your email. You can add any small details to your event reminder email, so your guests are in the know ahead of time. You may also feel the need to add the event agenda, as well as any details regarding the venue or the event itself.

<span class="mid-size-title">Include a FAQ page</span>

There may be questions from past guests that you may want to include in your FAQ page. Guests who have attended your events in the past may have specific questions about different  aspects of your event, and future guests might have those questions as well. Adding any and all relevant questions to your FAQ page helps to answer all questions your guests may have. If there are any questions that aren’t answered, provide a spot for your guests to ask these questions.

Best practices for writing event reminder emails

Sometimes you might not know where to start when creating an email reminding your guests of your event. By following these practices, you can create a successful event reminder email!

<span class="mid-size-title">Keep it short and simple</span>

You don’t want to make your event reminder email too long, as your guests may not read the whole thing. Provide only the necessary details your guests need before the event. Another thing to keep in mind is that your emails should be mobile-friendly, as most people  use their mobile phones to read their emails. 

<span class="mid-size-title">Provide key event details</span>

The key event elements you should be providing are the date and time of the event, along with the location, any guest speakers, and even the event agenda. Your guests only need the key details before the event begins, and then they can receive more information once the event begins.

<span class="mid-size-title">Personalize and use a friendly tone</span>

When you create your event reminder email, use a friendly and inviting tone to set the tone for the whole event! Your guests will feel welcomed when they actually attend the event when you keep the tone friendly, yet consistent. You should also add any contact information for the main contact person of the event for any questions your guests may have.

<span class="mid-size-title">Send plain-text reminder emails</span>

Plain text emails are exactly what they sound like; they are plain, to the point, and only add the necessary details without anything flashy. No crazy fonts or colors are used, along with no extra links or pictures. The event reminder email should be only the details in a plain font, while also maintaining a friendly and inviting tone.

<span class="mid-size-title">Use active voice</span>

Active voice is speaking in the present tone within your email. It keeps your guests informed and creates excitement around your event! When you create your post-event email, that would be the time to use your passive voice.

20 catchy event reminder email subject lines

  1. Mark Your Calendar For [Event Name]
  2. Starting Tomorrow! [Event Name]
  3. Get Ready For Today’s [Event]
  4. Hi (Name)! Register Here For [Event Name]
  5. Registration Is Almost Closed For [Event Name]
  6. You Don’t Want To Miss [Event Name]
  7. Last Chance To See (Guest Speaker) At [Event Name]
  8. The Countdown To [Event Name] Is On
  9. [Event Name] Tomorrow! Last Chance To Register
  10. Reminder [Event Name] In (Number Of Days)
  11. Are You Coming? See You At [Event Name] On (Date)
  12. [Online Event] Begins Today!
  13. Reminder To Register For [Event Name]
  14. Largest [Event Type] In (Location): [Event Name]
  15. Bring A Friend To [Event Name]
  16. 5 Things To Bring To [Event Name]
  17. (Name)’s Reminder For [Event Name]
  18. [Event Name] Is Right Around The Corner
  19. Are You Joining Us Tomorrow For [Event Name]
  20. Meet The Speakers At [Event Name] 

The best time to send event reminder emails

Best time to send out event reminder emails

There are times that work best to send your event reminder email to ensure your guests will see it. In the time leading up to your event, you should be sending 3 event reminder emails, all at different times. The best times to send these emails are Wednesdays and Thursdays between 10AM and 11AM, ensuring that they will be seen by your guests. 

  • 1st Reminder - One Week Before The Event
  • 2nd Reminder - One Day Before The Event
  • 3rd Reminder - On The Day Of / Morning Of The Event 
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Event Reminder Email Templates & Examples 

General Event Email:

Hello [Name], 

Can you believe there are only (x) days left until the [event name]?

When: (Date and Time)

Where: Location of event, whether online or in-person. Add any links to the event for guests

Who: List guest speakers here, any credentials they have, and their speaking points

DAILY AGENDA

Don’t forget to mark your calendar for this event, and please let us know if you have any questions!

—------------------

HOW TO JOIN: 

(Add any links here, along with any password or codes guests will need to know to enter)

We can’t wait to see you!

(Your signature)

Online Event Early Bird Pass Reminder Email:

Good Morning [Name]

We are running a special for [event name] early bird passes! This is the last week to buy these passes, so don’t miss out! 

We have hand-selected some of the top names in our industry who will be speaking at our event and you won’t want to miss it!

[Guest Speaker #1 from company]

[Guest Speaker #2 from company]

[Guest Speaker #3 from company]

These guest speakers will be speaking on topics like [list of topics, speaking points, etc]

Get your early bird passes today at a discounted rate and secure your spot at this great event!

If anyone has any questions, please feel free to reach out! (add contact info)

Can’t wait to see you at the event!

(Your signature)

Webinar Email Reminder #1 (One Week Before Event):

Hello (Name)!

This email serves as a reminder for the webinar for educators, happening in only one week! We are so excited to host you as well as our guest speakers!

[Guest speaker #1 name]

[Guest speaker #2 name]

During the scheduled webinar time, simply click the link below and enter the password: WKDNTL9321. This will give you access directly to the webinar!

If there are any questions, don’t hesitate to reach out to (contact person name and info).

See you soon!

(Signature)

Webinar Email Reminder #2 (Day Of The Event):

Hi (Name)!

Today’s the day! How excited are you?! We can’t wait to see you today at [event name]!

How To Join The Webinar: 

Click the button below to join the webinar! Once prompted, enter the password WKDNTL9321 and you will be entered right into the webinar!

(Webinar Link)

If there are any questions, please let us know immediately! (Name) is our point of contact, and their contact information is [contact info].

See you in a few hours!

(Signature)

An Offline Event Reminder Email:

Good afternoon (Name)!

We are a few weeks away from [event name] and we are getting excited! During this event, we will be talking about [list of topics] as well as having a Q&A session with [guest speakers]. At the end of the event, there will be a small networking session with refreshments and small bites. 

Agenda: [daily agenda details]

Location: [city location, building location, any other location details]

How To Get There: [directions from N, S, E, W, parking instructions]

You can find more information regarding our event by visiting our event webpage [add a link to event website].

Warm Regards, 

(Signature)

Offline Event Quick Reminder Email: 

Good Morning (Name)!

This email is a friendly reminder that your event, [event name] is upcoming and we are looking forward to meeting you! 

What: [event name]

When: [event date and time]

Where: [physical address or link to join online event]

If you have any questions, please feel free to reach out to our contact person [contact name and info]! 

We can’t wait to see you soon!

(Your signature)

Post-Event Follow-Up Email:

Hello (Name)!

We just wanted to take the time to thank you for attending our event! We hope you enjoyed it as much as we did, and that you learned something valuable from the event! With your help, we can continue to make our events special, informative, and worthwhile. 

Would you mind filling out a quick survey with your thoughts about our event? These questions are on a rating scale as well as open-ended questions! Please give your honest feedback, as it only helps us to plan any and all future events. 

Thank you so much and we hope to see you at events in the future!

Sincerely,

(Signature)

Use Event Reminder Emails for Your Next Event 

Your event reminder emails are a great tool for reminding your guests about upcoming events. The emails themselves don’t have to house every single detail- only the necessary information! Once the event begins, your guests will receive more information as the event progresses. You should be providing your guests with any and all information they need before the event begins. If your guests need any passwords or codes to enter a virtual event, be sure to provide these ahead of time ! If your event is in-person, you should provide your guests with a QR code, or some other form of entry into the event. Your guests will have a great time at your event, no matter what it is, and you can start by creating a sense of excitement weeks before the event with event reminder emails.

Ensure that your marketing plan is robust by utilizing an event platform that provides email marketing capabilities. With Hubilo Email Marketing Engine, you have the ability to craft personalized pre- and post-event emails that can boost registration rates. Schedule a demo today to learn more!

Author
Hubilo

Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.

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