Easy methods to write an efficient occasion reminder e mail — Stripo.e mail

Round 89% of entrepreneurs skilled a drop in occasion attendance, whereas the variety of conferences elevated by 112%. Professionals have to go the additional mile to create efficient occasion reminder emails and enhance 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 device designed to maintain attendees knowledgeable and enthusiastic about upcoming occasions. Consider it as an outline 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 keeping with 90% of entrepreneurs, the primary benefit of on-line conferences is a constructive influence on attendance;
• offline occasions: Examples embrace summits, exhibitions, and hackathons.

Occasion advertising and marketing challenges

In case you are nonetheless in two minds about whether or not to ship occasion reminder emails, let’s test the stories showcasing the implications 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 additional decline in upcoming occasion attendance;
• 20.5% of pros discovered viewers engagement in occasion advertising and marketing difficult;
• 22.2% of occasion registrants cite a scarcity of engagement;
• 19.3% of entrepreneurs measure success primarily based 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 enhance 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 steadiness customization and greatest practices, tendencies can provide you an concept of path.

Listed below are the highest 5 approaches, in response to the Eventex report:

• AI: Inventive professionals proceed implementing GenAI instruments to create significant connections and enhance total innovation within the business;
• sustainability: Eco-friendly practices are gaining 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 components is anticipated to be an occasion advertising and marketing development in 2025;
• challenges: Shrinking budgets and rising attendee expectations will proceed to form the business;
• personalization: Entrepreneurs have to encourage attendees to go to occasions by providing customized experiences with personalized agendas and presents.

Key components of an occasion reminder e mail

With all these challenges and tendencies in thoughts, let’s have a look at the important thing components that make up partaking occasion reminder e mail templates.

Informative topic line

Reminder e mail topic strains 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 seem like? Let’s examine two variants:

• variant A: This topic line choice seems overly promotional. On the similar time, a non-descriptive line doesn’t carry any important particulars and could also be perceived as obscure;

• variant B: This selection contains particulars concerning the occasion identify and mentions a countdown, creating a way of urgency.

(Supply: E-mail from TPGi)

Whereas a superb topic line doesn’t have to reveal all the main points, it does want to provide an understanding of what the e-mail is about. Overly promotional or spammy topic strains might fail to remind attendees of the occasion as they don’t at all times convey a transparent message.

Important occasion particulars

Attendees want clear, easy-to-find info in your occasion reminders to return 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 and not using a date and time is incomplete. Individuals’s schedules get hectic, in order the organizer, you could 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 tackle or a gathering hyperlink on the occasion web site (Google Meet, Zoom, LinkedIn, or YouTube) ease navigation;
• occasion sort: Just a few phrases about whether or not it’s a webinar, workshop, convention, or networking occasion may help individuals 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 periods, invited business leaders, and network-related subjects 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, subjects, and networking alternatives are nice examples to incorporate in your e mail reminders.

Occasion necessities

Have you ever ever attended an occasion solely to seek out out that you’re lacking necessary info? 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 cushty go to. Listed below are a number of examples of what you’ll be able to embrace:

• on-line occasions: Secure web, a working microphone, related software program, laptop computer or pc, any sign-ups that ought to be finished prematurely;

• offline occasions: ID, ticket affirmation, enterprise playing cards, or particular supplies as wanted.

A fast reminder of a listing of prohibited gadgets primarily based on venue insurance policies may decrease safety issues and keep a constructive attendee expertise.

Costume code

Speaking the costume 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.  

Take into account including related particulars or examples of comfy and applicable apparel. 

Extra logistics

What could appear trivial at first look could be the ultimate ingredient of a considerate and thrilling occasion. Because the group for on-line and offline occasions differs, let’s talk about what precious insights you’ll be able to add:

• on-line occasions: Make clear whether or not a recording will likely be out there, present troubleshooting suggestions, and add a hyperlink to the FAQ web page;

(Supply: Stripo template)

• offline occasions: Venue map, parking directions, public transportation choices, and accessibility info may help you enhance attendance by helping attendees with logistics.

Final-minute help contacts 

Even with probably the most detailed occasion reminders, last-minute questions come up: points with entry hyperlinks, venue instructions, or technical points. Whereas organizers try to create unforgettable experiences and hold attendees engaged, issues happen, and emergency contacts can save the day.

Listed below are some examples for each forms of occasions:

• “For technical help, 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)

Easy methods to 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 may help!

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 should then generate a sequence of emails with a selected purpose and step delays;
• sequence design: Every e mail consists of blocks, so if wanted, you’ll be able to regenerate content material in any part with out modifying your complete sequence;
• e mail construction: In addition to the e-mail sequence, you’ll be able to optimize structure components (call-to-action button, header, footer, introduction, and so on.) with AI Assistant;
• design and content material: The AI Assistant chooses the best-fitting modules for every part, relying on the immediate and information sources. It could analyze touchdown pages, speaker names, or different related particulars.

Moreover, our inner check 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.

Business greatest practices for occasion reminder emails

With all of the fuss round key e mail components and optimization suggestions, what practices do you could comply with to ship reminders that win individuals 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 sequence of reminders has extra probabilities of reaching the recipient.

A normal 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 selection for the advertising and marketing workforce? A latest frequency report will allow you to navigate this situation:

• 25% of occasion professionals keep on with the beneficial three occasion reminders;
• 30% of respondents want 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 forestall 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 components not solely enhance engagement but additionally present precious insights into attendee expectations.

How are you going to implement gamification into occasion reminders? Listed below are a number of concepts:

• academic video games: Quizzes or trivia video games mix studying or preparation with enjoyable and may positively influence attendees’ anticipation;
• discovery video games: If you wish to introduce the viewers to a speaker or exercise, discovery video games are the perfect decide;
• interactive kinds and polls: All these content material may help you get a complete view of attendees’ pursuits, considerations, 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 below are some methods to do that:

• “What’s your high decide? Vote now to resolve which matter 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% finished organising for [event name]. Right here’s a sneak peek at what’s forward.”

Encourage participation

Persons are extra engaged with emails and at occasions after they really feel included. Use gamification or interactive kinds to get them concerned. In case you want some concepts on how to decide on the precise phrases, right here they’re:

• “Full our occasion problem and win a free session with our speaker.”
• “Our speaker will likely be taking dwell questions. Fill within the type, and yours might be featured.”

The perfect examples of upcoming occasion reminders

Geared up with greatest 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!

Whats up [recipient’s name],

We’re counting down the times! [Conference title] is simply three days away, and we will’t wait so that you can be part of us. Listed below are a number of particulars to refresh your expectations:

• Date: [event date]
• Time: [event time]
• Location: [venue name and address]
• What to convey: [badge, ID, etc.]

In case 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 have a look at what you’ll study:

• [Key learning point 1]
• [Key learning point 2]
• [Key learning point 3]

To hitch, click on right here: [link to webinar]. Make sure to log in a couple of minutes early to get settled.

Wanting 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 convey like-minded professionals collectively.

Occasion particulars:

• Date: [event date]
• Time: [event time] and [time zone])
• Hyperlink to affix: [networking platform link]

Prepare to satisfy new individuals and change concepts. You may view the listing 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: Last countdown: [Product launch] begins in 48 hours!

Whats up [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 provide: [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/.

Wanting 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 will’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]
• Costume code: [casual, comfortable, etc.]

This occasion is a incredible alternative to community with like-minded people, share concepts, and study one thing new. To profit from it, be happy to convey any questions or insights you’d like to debate!

In case your plans change, please tell us as quickly as potential in order that we will select alternate options.

(Supply: Stripo template)

Wrapping up

Funds cuts, rising occasion prices, and rising competitors problem occasion advertising and marketing. Nonetheless, the precise method 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!