How to Use Event Reminder Emails to Increase Attendance
Launch Marketing Co
Elevate your events and hospitality business with our targeted digital marketing solutions in Chicago.
When you’ve worked hard to plan and promote an event, the last thing you want is for attendees to forget about it or fail to show up. One of the most effective ways to drive attendance is through timely, well-crafted event reminder emails. These emails keep your event top of mind and motivate recipients to take action before it’s too late.
Here’s how you can use event reminder emails strategically to boost attendance:
1. Send Multiple Reminders Leading Up to the Event
Don't rely on just one reminder. To ensure your attendees don’t forget, send a series of reminder emails. You could start with a “Save the Date” email well in advance, followed by more specific reminders as the event date nears. Here’s an example timeline:
This approach keeps your event on their radar and creates a sense of urgency as the date approaches.
2. Make the Subject Line Compelling
Your subject line is the first thing your recipients will see, so it needs to grab their attention. A great subject line can boost open rates and increase the likelihood of attendees taking action. Here are a few subject line examples for reminder emails:
3. Personalize the Reminder Emails
Personalization can increase engagement with your reminder emails. Use your attendees' names, and tailor content based on their past interactions with your events or their interests. For example, you could mention specific sessions or activities they may be interested in, or remind them of an exclusive opportunity (like VIP access or early registration) they signed up for.
4. Include Clear Calls to Action (CTAs)
Your reminder emails should always include clear and compelling calls to action. Make it easy for attendees to confirm their registration, add the event to their calendar, or access important event details. Whether it’s a simple “RSVP Now” button or a more detailed link for attendees to view the agenda, a strong CTA ensures your audience knows exactly what to do next.
5. Highlight the Value of Attending
Reinforce why your attendees should make time for your event. Share any last-minute details about exciting speakers, networking opportunities, or special guests that could increase their desire to attend. People are more likely to attend when they see clear value and benefits from participating.
6. Create a Sense of Urgency
Incorporate urgency into your reminder emails to prompt action. Mention limited spots, ticket availability, or upcoming deadlines. Phrases like “only a few spots left” or “registration closes in 24 hours” create urgency and push recipients to confirm their attendance sooner rather than later.
7. Mobile Optimization is Key
Most people check emails on their phones, so ensure your reminder emails are mobile-friendly. Simple, clear layouts with clickable buttons make it easy for recipients to take action on any device.
8. Include Event Logistics
As your event date approaches, attendees will want to know logistical details. Be sure to include essential information like:
These details make the event experience smoother and reduce stress on the day of the event.
Final Thoughts
Effective reminder emails are a powerful tool in your event marketing strategy. By sending a series of well-timed, engaging, and personalized reminder emails, you can keep your event top of mind, ensure attendees show up, and ultimately drive higher attendance rates.
Ready to start planning your next event’s reminder emails? Reach out to us at Launch Marketing Co, and we’ll help you craft an email campaign that drives results!