You’ve done all the hard work to plan an incredible event and promoted it with everything you’ve got. Now, all that’s left is to cross your fingers and hope for the best. Or is it?
To ensure a great turnout, staying engaged with your audience until the last minute is key. Event reminder emails are a fantastic way to keep attendees excited and committed. With Sickening Events, sending these reminder emails is easy, and now, with AI-powered tools, your email marketing efforts are even more effective.
This guides will walk you through creating an effective event reminder email strategy, including best practices for crafting subject lines, timing, and the key information to include.
Event Reminder Emails: The Essentials
An event reminder email is a simple message sent shortly before your event to remind attendees about the event details. Think of it as a quick nudge to keep your event top-of-mind.
Make sure your reminder email includes all the essential information: event name, date, time, and location. If there are additional details attendees should know—like a dress code or what to bring—include those as well.
A well-crafted, timely event reminder email can increase attendance and ensure that those who registered show up. Additionally, these emails can build excitement, foster engagement on social media, and help the event run smoothly.
Remember, those who receive reminder emails have already registered. However, this doesn’t mean you can’t encourage further engagement or even last-minute sign-ups. Consider adding a “bring a friend” offer to boost attendance if there are still tickets available.
Tips for Writing an Effective Event Reminder Email
- Keep It Simple
Your reminder email should be short and to the point. Avoid overloading it with graphics or excessive information. Your audience is already interested, so focus on reminding them of the event details and adding a touch of excitement. - Craft a Compelling Subject Line
Your subject line is crucial. Personalizing the subject line with the recipient’s name can increase open rates by up to 50%. Use clear language like “reminder” or “don’t forget” to set expectations, and keep it concise. - Highlight Key Details
Make sure all important event details are easy to find:- Event date and time
- Event location
- Any special instructions (e.g., dress code, items to bring)
A straightforward subject line might read, “Reminder: CheesecakeFest 2024 is this weekend!”
- Include a Relevant Call to Action (CTA)
Even though your audience has already registered, you can still include CTAs to boost engagement. Here are some examples:- RSVP Confirmation: “Click here to RSVP for [Event]”
- Bring a Friend: “Invite a friend to [Event] and get 10% off!”
- Preparation: “Download the event schedule” or “Reserve parking now”
- Social Engagement: “Follow us on social media” or “Share [Event] on Instagram”
- Add a FAQ Section
Include a FAQ section either in the email or link to one on your website. Address common questions about:- Parking and transportation
- Dress code
- Event duration
- Dining options and dietary accommodations
- Guest rules and additional costs
- Any other relevant details
This can help attendees feel more prepared and reduce last-minute questions.
- Use a Valid Reply-to Email Address
Ensure that your reminder email is sent from a valid address that you actively monitor. This allows attendees to easily reach out with any last-minute questions or concerns. - Build Excitement and Encourage Engagement
Use this email as a chance to generate buzz and excitement. Use energetic language like “We can’t wait to see you at [Event]!” to infuse personality and encourage attendees to engage with your brand. Share links to your social media pages and event hashtags to boost social engagement.
Simplifying Event Reminder Emails with Sickening Events
Sickening Events is the leading platform for event organizers and attendees. Hosting your event with Sickening Events means you have access to a range of tools to plan, promote, and manage your event seamlessly.
Sickening Events email marketing tools are powerful yet easy to use, allowing you to send up to 10,000 emails a day without additional cost. The platform’s integration with other services and AI-assisted content creation features make drafting marketing and reminder emails a breeze.
As Matt O., Founder & CEO of ORLOVE, puts it: “It’s amazing. I’ve used many other email distribution platforms and would pay up to $1,500 a month, with only a small fraction of deliverability and open rates that I get with Sickening Events.”
With Sickening Events, keeping your audience engaged and informed is simpler than ever, ensuring your event is a success from start to finish.
AI-Enabled Tools for Event Marketing
Artificial intelligence (AI) is revolutionizing event marketing on Sickening Events. With Sickening Events built-in AI tools, you can quickly generate engaging copy for your event descriptions, emails, and more. Simply input the event’s title, location, and date, and the AI will craft compelling text for you. You can then refine it to match your style — all for free as a Sickening Events host.
Event Reminder Email Templates
Looking for an easy way to draft your event reminder emails? Here are two templates to help you get started:
1 Week Before the Event Reminder Template
Sending a reminder one week before the event gives attendees enough time to make arrangements — and might even help sell any remaining tickets.
Example Email for One Week Before the Event:
“Dear [Name],
We’re excited to see you at [Event Name] on [Date/Time] at [Location].
[If tickets are still available]: There’s still time to invite your friends with a discount of [insert percentage/amount].
[Include CTA with link to purchase tickets]
Here are a few things to keep in mind to ensure you have the best possible experience:
- Best time to arrive
- Parking/transportation information
- Bag size restrictions or other security information
Looking forward to seeing you,
[Your Name]”
48 Hours Before the Event Reminder Template
A reminder email 48 hours before the event helps attendees remember the details, updates, and your excitement about the event.
Example Email for 48 Hours Before the Event:
“Dear [Name],
Not long now until [Event Name] on [Date/Time] at [Location]. Here are a few reminders for the day of the event:
- [Any transportation information, such as parking details]
- [Any sudden updates, such as a change of parking facilities or performers]
- [Any additional announcements, like available merchandise, lockers for belongings, weather updates]
We can’t wait to see you there!
All the best,
[Your Name]”
Crafting Effective Subject Lines for Reminder Emails
With only about 21.5% of emails being opened globally, your subject line is crucial. For event reminder emails, keep subject lines concise and clear about their purpose, conveying a sense of urgency.
Effective Subject Line Suggestions:
- “It’s nearly time for [Event Name]!”
- “[Event Name] is coming up on [Date]”
- “Don’t forget: You’re registered for [Event Name] on [Date]”
- “Reminder: [Event Name] is on [Date]”
- “Are you ready for [Event Name]?”
- “Need-to-know info for [Event Name]”
- “Last-minute details for [Event Name]”
Mailchimp suggests keeping subject lines under 60 characters or nine words for optimal results.
Best Timing for Sending Reminder Emails
The timing of your reminder emails can significantly impact their effectiveness. For in-person events, a reminder about a week before and another 1-2 days before works well. Sickening Events sends automatic reminders 48 hours before the event, but hosts can customize this timing.
For virtual events, a shorter timeline is preferable. Sending reminders one day before and again one hour before the event can increase attendance by up to 83%.
Even the time of day matters. Knowing your audience’s habits can guide you in choosing the best time to send emails. A/B testing different times can help determine when your audience is most likely to engage.
Use Reminder Emails to Build Excitement
Beyond sharing logistical details, event reminder emails are a chance to build anticipation and engage your audience. Be creative and have fun with your messaging, as long as you include the essential information.
For your next event, consider using Sickening Events to manage everything from ticket sales to automated reminders. With Sickening Events AI-powered tools, creating and managing your event is easier than ever, allowing you to focus on making the event a memorable experience.
