Latest Event Reminder Email Templates and Message Samples

Event reminder article update – 08. 2023.

You’ve successfully organized an exciting event, and RSVPs are pouring in. Well done!

However, your job isn’t done just yet. To guarantee a fantastic turnout and ensure that everyone who accepted the invitation shows up, you need a strong event reminder strategy in place.

Life can get busy and some of the invitees might simply forget about the event or lose interest in the meantime. That’s when your event reminder strategy comes in to ensure that people actually attend your amazing event.

In this comprehensive guide, we’ll explain the importance of event reminders and provide you with a collection of effective event reminder email templates and message samples. With these powerful tools at your disposal, you can maintain excitement and engagement among your attendees, ensuring a successful and well-attended event.

Why Event Reminders Matter

We’ve all been there: You enroll in an exciting online course that promises immense value, but amidst your busy schedule, you completely forget about the class.

Then, out of the blue, you get a notification that the class you signed up for begins in exactly one hour. At the last minute, you seize the opportunity you almost missed.

Whether you plan an actual or online event, it’s important to follow up so you can remind everyone who registered for it.

According to research, our brains are wired to process visual information 60,000 times faster than text. This means a visual email takes only a second to process, whereas a plain text email takes significantly longer.

Because of this, you should consider designing an engaging HTML event reminder email that will catch your recipient’s interest. Use a visual email template builder to quickly design your HTML event reminder email, so you don’t have to waste time learning how to code.

What to Include in Your Event Reminder Message

You don’t have to include all of the details about an event in an email reminder. Email subscribers read the details before they RSVP’d. Your goal is not to introduce the occasion but to give people a heads-up. What they really need is just a small reminder.

Let’s take a look at one example.

Source: GSI

It’s clear from the title that the event is about Cloud-Based Event Management. The sentences are short and well structured, and the visual is eye-catching.
At Chamaileon, we created a similar template with our email template builder. It’s very easy to edit because of the flexible drag-and-drop editor, so there is no coding involved.

Inside the app, you’re able to modify any of our templates just by adding your company logo and information about the event you are organizing. Use the copy provided, but change the background or text color to match your brand. Check out the rest of our event reminder template collection here.

While designing your email template, make sure to include all of the important elements. There are five of them, each with its own purpose:

• A personalized greeting
• The purpose of the event
• Time and date
• Location
• Any extra information

Let’s discuss each of these elements in more detail.

1. Personalized Greeting

We all like being appreciated, which is why a personalized greeting in your event reminder email holds immense significance. Although we know most of the messages we receive are automated, it feels like a more personal conversation when you see your name attached to them.

Source: HubSpot

The example above shows how HubSpot leverages personalization. They address their leads by name, establishing a sense of individual connection. Moreover, they craft messages tailored to each lead’s earlier interaction and behavior.

According to Google, 89% of U.S. marketers said that personalization had increased their revenue. That’s the main reason why personalization should be one of your tactics for interacting with your audience via email.

2. The Purpose of the Event

What you want to achieve by sending a reminder invitation email is to get people thinking about the event again. Central to achieving this is clearly and effectively describing what the event is all about. Without this information, your reminder becomes quite pointless.

You should not overthink the description. It’s supposed to be short, clear, and straight to the point.

3. Time and Date

Providing the event’s specific time and date is crucial for attendees to plan their attendance accordingly. Be clear about the event’s start and end times, as well as any time zone considerations. This allows attendees to mark their calendars and avoid any confusion about when and where the event will take place.

If your event takes place all day, you should provide an agenda so that attendees know what to expect. And to keep your email brief—you can always link to the relevant page of the agenda.

4. Location

Make attending your event a breeze for your guests by providing them with the exact venue details. In a world where automation is the norm, going the extra mile to include a Google Maps location in your event reminder is a thoughtful and practical idea.

One technical note, keep in mind that you won’t be able to reliably embed Google Maps code into your email. It’s best to provide a clickable hyperlink that leads directly to the Google Maps location or make a screenshot of the location on Google Maps and add it as an image to your event reminder email template.

Besides the inability to embed Google Maps code into your email, there are other limitations of email design. Learn more about them now, so you don’t end up spending time on things that just won’t work.

5. Any Extra Information

Ensure your attendees are fully prepared for the event by providing all the necessary extra information. From parking details to public transport options, directions, and information about featured speakers, dress code, or any other relevant details, be sure to include it all.

Here’s an example to draw inspiration from:

You can also consider including a link in your email for recipients to let you know if they are unable to make it to the event. That way, you can free up a few slots for people who wanted to attend but didn’t sign up for the event on time.

Make sure to include the terms and conditions at the bottom of your email, in case you provide a refund if the event gets canceled for some reason.

Another great way to keep your attendees informed about important details is to have a FAQ page. Include a link to your event’s frequently asked questions page in the reminder email to save potential attendees the trouble of contacting you directly with their inquiries.

How to Write a Convincing Event Reminder Email Message?

If you want to create a friendly reminder email for your event, you need to make sure that you:

• Use a friendly tone in your email copy
• Use the Format that Aligns Best With Your Needs
• Optimize Your Content for Mobile
• Use an Alias

Use a Friendly Tone

Use a requesting tone rather than a demanding one to get the reader’s attention in an email. You shouldn’t come across as pushy, but rather as a caring friend who wants to make sure the event isn’t forgotten.

Remember that the tone of your email should be context-appropriate. Sending a reminder for a business event calls for a more serious tone than the one you would use for a party.

Use the Format that Aligns Best with Your Industry

Emails come in all shapes and sizes, but there are 2 main types: Plain text emails and HTML emails.

HTML emails are more sophisticated in terms of design, but plain text emails are simpler and more universally compatible

Let’s explore both types in more detail.

Plain Text Email

Plain text reminder emails don’t include images or links. While they may lack the visual appeal of HTML emails, plain text emails can be read by all email clients and are less likely to be flagged as spam.

Here’s an example of a plain-text email:

HTML Email

HTML event reminder emails look much better than plain text messages and make content easier to digest.

They allow you to create eye-catching layouts, include images, and use various fonts and colors to enhance the overall presentation.

Source: HTMLemailgallery.com

What HTML emails do is trigger higher conversion rates and allow you to track their performance. That way, you can test different types of designs and see which ones resonate best with your audience.

However, it’s essential to keep in mind that not all email clients fully support HTML emails. Some recipients may have their email settings configured to display plain text only.

Optimize your Content for Mobile

According to HubSpot, 46 percent of email readers are using mobile devices. That being said, making your event email reminder too long or unresponsive on smartphones or any other mobile devices will potentially make you lose attendees.

Using a responsive email design makes it easier for your readers to navigate through your message, as well as making sure all of the information included is formatted correctly.

Pro Tip: Use an Alias

Emails from large corporations are frequently seen as impersonal or even spam, leading to disengagement or deletion without hesitation. To prevent being lost in a sea of generic communications, consider utilizing an alias in your business emails.

An alias is a made-up name that represents a person behind the communication. By using an alias, you add a human touch to your messages, making them more approachable, trustworthy, and relatable to your recipients.

How to Write Compelling Reminder Email Subject Lines

Possibly the most important thing to keep in mind when creating your event reminder email is crafting a compelling subject line. Your subject line is the first thing recipients see in their inbox and it can make or break their decision to open your email.

The real truth is, that there are no secret, step-by-step recipes for a good subject line. Different people react in different ways, but what’s crucial for a subject line is to grab attention.

Make Your Subject Lines Unique

Did you know that 64% of recipients decide whether to open or delete emails by looking at the subject line? It’s like reading headlines; you will only focus on those that bring you value or spark your interest. But making a great subject line comes with one tricky limitation: the number of characters.

Most email subject lines only accommodate around 50 characters before they get cut off, especially on mobile devices. So, back to where we actually started: keep it short and simple.

Think about the purpose of your email, avoid ambiguity, and get to the point quickly.

Use Active Voice

To improve the readability and flow of your email reminders, use active voice. The use of the active voice makes the statement clearer and more straightforward by drawing attention to the subject of the sentence.

Passive voice can sometimes sound vague or distant, and it may not provide a clear indication of who is responsible for an action. By using active voice, you eliminate ambiguity and engage your recipients more effectively.

Stay Away From Spammy Expressions

Watch out for spam filters by being mindful of the words you use in emails. Stay away from words such as “Free” or “Urgent” since they may send your email straight to the Spam Village.

You can also use emotions and advanced copywriting hacks like allusion, intrigue, or humor to craft a killer subject line.

If you need more advice on how to write the perfect subject line in general, check out our blog post called Everything You Need to Know About Email Subject Line Copywriting.

Examples of Event Reminder Subject Lines

Here are some examples of effective event reminder subject lines that incorporate the tips mentioned earlier:

Registration Reminder

Source: Content Marketing Institute

When organizing webinars, it is critical to keep your audience up to date on your sessions on a frequent basis. The subject line of the email shown above highlighted the value of the webinar in question.

Language Meetup Reminder

Do you organize a series of events? If so, this type of reminder is perfect for you. By utilizing event reminder emails, you can efficiently keep those interested informed about upcoming dates.

The subject line of the email attached above uses the active voice, encouraging participants to join the next class. It also includes the day when the class takes place, creating a sense of urgency.

Business Meeting Reminder

This meeting reminder email gets straight to the point. You can tell what the meeting will be about and when it will start by reading the subject line.

Women’s March Reminder

Again, this subject line includes the name and date of the event. Let’s have a look at the content as well. It’s a great example of how you can offer additional information and draw attention to the key details.

In this case, participants were reminded to bring or download their tickets. They could also access contact information and Google Maps, as well as add the event to the calendar easily.

15 Creative Ideas for Your Email Reminder Subject Lines

1. Your invitation to [Event Name]
2. Enroll before the discount goes away!
3. Are you looking forward to [Event Name]?
4. Your presence at [Event Name] will make a difference!
5. The countdown is ON! ⏳
6. You don’t want to miss [Event Name]
7. Hi [Name], free [Date]? Join us at [Event Name]!
8. Tickets for [Event Name] are selling out!
9. Only 100 tickets left for [Event Name]
10. 5 things to bring to [Event Name]
11. Last date to register for [Event Name]; don’t miss out!
12. Getting excited for [Event Name]?
13. Annual Management Meeting @ [Event Date]
14. [Name]’s reminder for [Event Name]
15. 30% off for you (and your friend!)

A/B testing your event reminder emails

Remember how we said there’s no secret recipe for a perfect subject line? Well, the same goes for a successful reminder email, but you still have an opportunity to see what works best with A/B testing.

A/B testing allows you to compare different variations of your event reminder emails to identify what resonates most with your audience. By analyzing the impact of each variation on your desired results, you can refine your approach for better engagement.

Set up two different sets of event reminder emails—Version A and Version B. Then, send each version to a separate segment of your audience. Remember that you must send both versions at the same time and should only modify one element of your event reminder at a time
to accurately measure its impact.

For example, if you want to test the effectiveness of different subject lines, keep all other elements of the email the same. This way, you’ll be able to isolate the impact of the subject line on your recipients’ behavior.

Version A: Marketing Meetup on Friday

This kind of subject line has all it takes: the description of the event and the date. However, if you have a friendly relationship with your attendees, try using a more relaxed tone, such as this:

Version B: Are you coming? See you at the Marketing Meetup on Friday.

In contrast to the previous subject line, this one conveys a sense of urgency through the question and the “see you” portion, demonstrating that you are ready for what will happen on Friday.

Besides the subject line, other elements you can experiment with include:

1. Reminder length: Try shorter, concise emails against longer, more detailed ones to see which format leads to better engagement.
2. Timing: Experiment with different sending times to determine when your audience is most responsive.
3. Statements vs. questions: Determine whether your audience responds better to direct statements or engaging questions.
4. Including the company’s name vs. including the sender’s name: Test whether including the company’s name or the sender’s name in the email makes a difference in open rates and responses.
5. Using different emotions to influence people: Experiment with different emotions in your email content to see which ones resonate best with your audience. Positive, inspirational, or urgent emotions can all influence open and response rates.
6. Using negative sentences: Explore the impact of using negative sentences in your email content. Sometimes highlighting what recipients might miss out on can increase engagement.
7. Utilizing numbers to trigger more clicks: Numbers can be attention-grabbing and trigger higher click-through rates.
8. Using different email formats: A/B test plain text emails against HTML-designed emails. Determine which format resonates better with your audience.

Use the SMART approach when Analyzing Results

• Specific: Define clear objectives for each A/B test, such as increasing open rates or click-through rates.
• Measurable: Use analytics tools to track and measure the performance of each email variation.
• Achievable: Ensure that your A/B testing goals are attainable and realistic within the scope of your email campaign.
• Relevant: The insights gained from A/B testing should be relevant to improving your event reminder email strategy.
• Time-Bound: Set a specific timeline for each A/B test to gather sufficient data and draw meaningful conclusions.

Measurement

After you run A/B tests, you will see that one version has been more successful than the other.

Source: HubSpot

Segment Your Email List to Maximize Event Attendance

Segmenting your email list is a powerful strategy to maximize event attendance. By dividing your subscribers into distinct groups based on their interests, behaviors, or demographics, you can send more targeted event reminders that resonate with each segment.

Here are some ideas for effective email list segmentation:

• Previous attendees: Create a segment for those who have attended your events in the past. They are more likely to be interested in future events, and you can use personalized messaging to emphasize their loyalty and the benefits of attending again.
• Prospective attendees: This segment includes individuals who have shown interest in your events but haven’t registered yet. You can send them more persuasive reminders, highlighting key event features and the value they’ll gain from attending.
• Industry-specific segments: If your events cater to different industries or niches, segment your list accordingly. Tailor your email content to address the specific needs and interests of each group.
• Geographic segments: If you hold events in multiple locations, segment your list based on geography. Send targeted reminders with event details and logistics relevant to each.
• VIP customers or subscribers: Recognize and appreciate your most loyal customers or subscribers by creating a special segment. Offer exclusive perks, early access, or discounts to incentivize their attendance.
• Interest-based segments: Identify different topics or themes that your events cover and create segments based on individual interests. This way, you can send reminders about events that align with each subscriber’s preferences.
• Engagement levels: Segment your list based on engagement history, such as open rates or click-through rates. Those who frequently engage with your emails may need different messaging than those who are less active.
• Abandoned registrations: For those who started the registration process but didn’t complete it, send personalized reminders encouraging them to finish the registration.
• New subscribers: Welcome new subscribers with event information and explain the benefits of attending, making them feel excited about upcoming opportunities.

Remember to track the performance of each segmented email campaign. Monitor open rates, click-through rates, and event registrations for each segment to understand which groups respond best to certain messaging.

Best Time to Send an Event Reminder Email

You can keep your event fresh in the minds of potential participants and keep them from dropping out by sending out timely email reminders.

The ideal time will depend on the nature of your event and who you expect to attend it. However, best practices in business recommend sending at least three event reminder emails:

• As soon as you confirm your attendance
• Seven days before the event
• One day before the event

Keep in mind that the optimal timing for an email event reminder heavily depends on your audience. While you can follow general guidelines to boost open rates, conducting A/B testing allows you to explore and discover the ideal timing that works best for your recipients.

Note: Consider sending automated reminders to attendees of the event to save time and avoid errors.

How to Create an Event Reminder Email Template

To create an effective event reminder email, we recommend using a professional email template designer with a flexible drag-and-drop editor. This will allow you to craft a beautiful event reminder email for free within minutes.

For example, in Chamaileon, you can create an event reminder email template that renders perfectly on all devices. Chamaileon emails are fully mobile-friendly, which is very important because more than 70% of emails are opened on mobile devices.

Access Chamaileon’s free event reminder email templates.

How to write friendly reminder emails for events

Source: Functionfixers.co.uk

The email above asks the recipient to confirm their reservation and introduces itself as a friendly reminder.

Since formal emails are the norm in business, it can be difficult to strike a friendly tone when sending a reminder.

Reminders help maintain friendly and professional interactions. They make the business language more approachable and friendly. Politeness is essential, but there’s no need to apologize for sending a reminder or sugarcoat.

Greeting Your Attendees Properly

When you email participants a friendly reminder, it’s completely fine to use their first names.

You can write the following as a greeting:

• Hi John
• Hey Anna
• Dear Anna

Feel free to also express your excitement about having them at your event. You can start your email with the following sentences:

• We are thrilled to have you joining us for [Event Name] this Saturday
• Only two days left until [Event Name], and we’re so excited to have you as a part of it!

Business reminder emails require a formal format. You can achieve this by addressing the attendees by their surnames. Use the passive voice when writing so you can emphasize that it’s a formal message.

Depending on the nature of your message and your tone, close off your email with these words:

• Friendly reminders: Have a great day; All the best; Cheers!
• Formal reminders: Yours faithfully; Kind regards; Sincerely

Here’s an example of a formal business event reminder:

Source: Function Fixers

Greetings happen in a more formal form by addressing the attendees by their surnames.

• Dear Mrs. Smith
• Dear Mr. Smith

Reminder Email Samples for Different Types of Events

Board meeting reminder email

Source Lucid

This board meeting reminder email example is straightforward. Instead of writing a lengthy description, the writer simply itemized the data. Although it’s a short note, a provided URL leads to more information.

Webinar reminder email

Adding pictures to your webinar reminder is a great option to make it friendlier. Also, offering a free recorded version for those who can not join will make them feel special.

Party reminder email

Source: BuzzFeed event reminder email template

If you are a creative person, creating a party reminder email template will be a fun activity. Using popular memes can be a great way to piggyback on what’s trending and show that you follow the current trends.

Let your imagination run wild—you can even embed GIFs to add extra flair and excitement to your email. The only rule is to stay relevant.

Classic event reminder

Source: Volunteer Hub

This automated email’s only purpose is to inform the readers about the impending “Cycling for Health” campaign. It includes all the necessary details and provides a link for them to edit their registration.

Incentive email

Source: Digital Marketer

This email’s motivation is to provide free early-bird tickets.

The email opens with a video to draw the viewer in, along with a still image that connects to the actual video.

Several URLs link to the landing pages as well, where visitors can convert.

Announcement of an event

Consider yourself blessed if you already have a sizable group of people who have signed up to receive your newsletter via email. Use your channel to spread the word about upcoming events.

Count Down – Urge people to act

Your audience will be motivated to act if you start counting down. The sense of urgency will become greater and stronger each day.

Event Cancellation Emails

Event cancellation emails are the types of emails that no one really likes to send out. Why? Because it means that after weeks or even months of hard work organizing an event or conference, you must now cancel it for one reason or another.

The reasons for canceling or postponing events can be due to difficult weather conditions, natural catastrophes, unavailable venues, etc.

Sending a cancellation email for an event is more important than sending a reminder email, regardless of the cause.

Here are some examples of cancellation emails for events that you might find useful:

When drafting an event cancellation email, consider the following guidelines:

• Be clear and direct
• Apologize and show empathy
• Provide a reason
• Outline the next steps
• Offer alternatives
• Express gratitude
• Send the cancellation email as soon as the decision is made

Avoid These Email Reminder Mistakes for Better Results

Reminder emails are great, but only when they’re super clear and don’t create any kind of confusion. Here are three things you should watch out for:

Two in One

Don’t combine your reminder with other offers. It might seem practical to send them together, but it can have a messy outcome. Focus on one thing at a time.

Not Personalizing

We talked about personalized greetings already and explained why they’re important. Saying “Hi there” would turn off your audience. Also, it’s crucial to avoid accidentally reminding someone in London of a New York event, as it might portray you as inexperienced or inattentive.

Sending Too Many Reminder Emails

Bombarding your audience with excessive reminder emails can lead to irritation and a negative impression. Find a balance between gentle reminders and overwhelming your recipients with too much communication.

Free Event Reminder Templates

If you are still searching for a suitable example or seeking templates to use in your campaigns, look no further! Explore the event reminder email template collection in our app, and make your event planning process a breeze.

We understand the importance of keeping your audience informed and engaged, and that’s why we’ve curated a diverse range of event reminder templates to cater to your specific needs.

Whether it’s a conference, webinar, or social gathering, our templates are designed to help you create compelling and effective event reminders that resonate with your audience. Get started today and elevate your event reminders to the next level!

Wrapping Up

It may seem difficult to come up with an effective email reminder strategy, but the effort will pay off. If you want people to remember your event, all you need to do is provide them with the essential details.

Make them so enthusiastic about your event that they can’t wait to tell their friends and coworkers.

Isn’t that the point of a reminder?

Don’t forget that the results of your email campaign won’t be known until the big day. Until then, keep up the great work, and do your best!