How To Write An Effective Event Reminder Email
When your upcoming event is just around the corner, and the buzz is building, it's time to get your attendees excited and ready. While it’s one of the last steps in the event planning process, the event reminder email is too essential to overlook.
The Impact of Well-Timed Event Reminder Emails
Increase Attendance: If you schedule your event months in advance but don’t send a reminder message, it’s inevitable that some people will forget. An event reminder email will prompt people to get the upcoming event back on the calendar and in the front of their minds. The result is a reduction in no-shows and an increase in attendance.
Build Excitement: Whether you’re organizing a Winter parade or a Summer music festival, most events involve a certain level of excitement and anticipation. When attendees purchase tickets months in advance, a reminder email can help rekindle their enthusiasm leading up to the event.
Better Preparation: Perhaps extreme weather calls for a change in venue, or travel delays require a change in time. When you make last-minute changes to event details, the reminder email is a quick way to communicate these updates. To add even quicker reminders, send a text message using the TicketSpice text messaging platform.
Marketing and Promotion: Assuming you still have tickets left to sell, reminder emails can prompt attendees to bring friends, encouraging last-minute signups for your upcoming event. For best results, use the TicketSpice drip campaign feature to set up marketing emails that stop sending once someone buys tickets.
Now that you understand the importance of sending event reminder emails, let's dive into the art of crafting them!
Best Practices for Writing Event Reminder Emails
Craft a Compelling Subject Line
The reminder email subject line is your email's first impression, so make it count! Inject a dose of excitement, urgency, or exclusivity that gets people curious to open that reminder email. For example:
➡️ "Countdown to Harvest Fest: 3 Days to Go!"
➡️ "Don't Miss Out! Your VIP Pass for Summer of Beats Awaits"
Make it Personal
In a world where people get blasted with less than personal mass emails daily, a personalized email stands out. Make your attendees feel seen and valued by using their names and referencing specific details in their tickets. Additionally, don’t hesitate to use conditional logic to personalize the customer’s journey.
Keep it Short and Sweet
Let’s face it; even the most dedicated attendees forget key details. Don’t make people scour their inbox just to find out when and where they need to go. Ensure all essential event details—i.e. event date, time, venue—are crystal clear and well organized in the email reminder.
For Example:
➡️ October 26th | 8:00 pm | Winter’s Field (Event Date | Time | Venue)
➡️ Don't Forget: Bring Your QR Code for Quick Entry!
➡️ Rain Can’t Stop The Beat! Come Prepared to Party in the Rain
Use Visuals to Enhance Engagement
Just because your emails are clear and concise doesn’t mean they should be bland. Infuse your email with captivating reels, high-quality images, and brand colors to make it more visually appealing.
Include a Clear CTA
Whether it's confirming attendance, downloading an event app, or redeeming free Early Bird swag, add a clear and compelling CTA. For example:
➡️ "Click Here to Confirm Your Attendance"
➡️ "Download Our Event App for Real-Time Updates!"
Timing is Everything
When you send an event reminder email, the timing matters as much as the event details. If you remind attendees the day before, they might not be able to adjust to their schedules. If you send a friendly reminder four weeks out, on the other hand, you risk attendees throwing it on the back burner.
A few days out is a good time to send the reminder email, although it’s never a bad idea to send attendees multiple reminder messages. We recommend scheduling all your reminders ahead of time by using the TicketSpice drip campaign feature.
Pro tip: According to the research, open rates are highest on Tuesday, Wednesday, and Thursday from 9 am to 1 pm.
Avoid These Common Event Reminder Email Pitfalls
Industry leaders are getting the best results from their reminder emails by avoiding these common pitfalls.
Overloading with Information - Including excessive event details in one email can overwhelm the attendees. Instead, focus on providing key event details (such as the event name) and link to additional information if needed.
Sending Too Many Reminders - Bombarding attendees with frequent emails can lead to annoyance and disengagement. Instead, use one of our event reminder email templates and schedule a few appropriately spaced-out reminders. This will help you keep your audience informed without overloading them.
Neglecting Mobile Optimization - If you don’t optimize for mobile devices, your attendees have to endure a sub-par viewing experience. Avoid this mistake by using responsive design and testing your email on various devices to ensure readability.
Ignoring Personalization - Overly generic emails can make recipients feel like just another name on a list. Make attendees feel valued by personalizing your email content based on ticket level or other specifics.
Start Creating Effective Event Reminder Emails with TicketSpice
Crafting an effective event reminder email is an art that takes intentional strategy. With this guide by your side, you're equipped to create emails that not only remind attendees but elevate their experience. Ready to create incredibly effective reminders? Try TicketSpice for free today! If you have any questions, don’t hesitate to reach out to our award-winning support team.
Here to help you have the best event ever!
— The TicketSpice Team
