How to build effective event reminder emails (+ free templates)

Why are event reminder emails important?

You’ve been using every trick in your sleeve to promote your next event. So far, you’ve watched the RSVPs come in, but on the day of the event, only a fraction attended. What happened? 

The blame probably lies with your event reminder email…or lack thereof.

Think of the last time something slipped your mind. We’re busy people, this happens more often than we care to admit. 

According to Event Bookings, 60% of event registrants simply forget to attend! As simple as this is, it might be the biggest reason for your event attendance being low. A simple event reminder email could be the key to a higher attendance rate.

How many event reminder emails should I send?

The rule of thumb for event reminder emails is to send a total of three reminder emails. 

• One confirmation email immediately after they RSVP
• One reminder email the week before the event
• One reminder day before the event
• One reminder the day of the event

This strategy gives your attendees multiple opportunities to remember your event and ensure that they have all the details they need. 

As with any rule, there are exceptions. If your event promotion is longer than a few weeks, you might add a few more a couple of weeks out. You may also want to send more reminder emails if the event requires attendees to make other accommodations, like booking flights and hotel rooms for a nationwide or global event.

What to include in an event reminder email message

1. Event title and host information
2. Date and time
3. Event location 
4. Sharing links
5. CTA to learn more 
6. Get in touch

1. Ensure the title and host information is clear 

People receive numerous emails daily, so it's essential to immediately grab their attention with a clear and concise event title that highlights what they will get out of attending.

At the top of your email, prominently display the name of the event. Adding a catchy tagline can further highlight the theme or key benefit of attending the event. If the event features notable presenters or hosts, mention their names to build credibility and generate interest.

Example:
"Join Us for 'Email Marketing with AI' with Jane Doe and John Smith – Unlock the Secrets of Integrating AI."

2. Prominently place date and time 

The date and time of your event should be easy to find and prominently displayed near the event title. Including the timezone is especially crucial for virtual events to prevent any confusion. Make this information stand out to ensure that recipients don't have to search for it. 

Example:
‍"Date: April 28, 2036, Time: 3:00 PM - 5:00 PM (EST)."

3. Provide detailed event location info for both in-person and online events

Whether your event is in-person or online, providing clear location details is vital. For in-person events, include the full address and additional information like public transit options and parking availability. For online events, specify the platform being used (such as Zoom or Google Meet), and provide a direct link along with any necessary instructions for joining. 

Example:
"Join via Zoom: [Zoom Link], Meeting ID: 123-456-7890, Password: Event2036."

4. Simplify the sharing process

For those who have already RSVP’d, encourage them to share the event with friends by including social media links and a simple option to forward the email. 

Example:
‍“Share this event with friends: [Facebook] [Twitter] [LinkedIn].”

5. Make it easy to get more information

Reminder emails should be concise, but providing a link to a landing page with more details is essential. This page should highlight key information such as the event agenda, speaker bios, and FAQs. Ensure this link is easy to find, allowing interested recipients to learn more without cluttering the reminder email.

Example:
"Want to know more? Visit our event page for full details: [Event Details Link]."

6. Offer a way to get in touch or ask a question

Provide contact information or a link to an FAQ page to address any questions or concerns recipients might have. This could include an email address, phone number, or a direct link to a comprehensive FAQ page. 

Offering these options ensures that attendees can easily reach out if they need to change an RSVP, invite a friend, or have any questions about the event.

Example
"Questions? Contact us at events@company.com or call 123-456-7890. Visit our FAQ page: [FAQ Link]."

Event reminder email best practices and tips 

#1. Be concise

An event reminder email should have one purpose—sharing key details of an event and reminding folks to attend. Keep the content of the email to the point to prevent the reader from getting distracted. The following event reminder from TriNet does this well.

‍
They launch right into the event reminder and stay on topic, providing the core information that recipients need without any information they don’t need.

#2. List key info above the fold

An effective event reminder makes it impossible to overlook key information, so details like the event name, date, and location should always be listed in the live text and shown on separate lines (not lost in the body of a paragraph).

Social Media Week did just that in the example below. The use of a background image further enhances the key details and allows them to stand out from the rest of the email.

#3: Stay on brand 

All of your event emails (for promotion and reminders) should be cohesive and sufficiently branded to ensure that readers’ know who the email is coming from and that your brand (and your event) remains top of mind. 

#4. Write an attention-grabbing event reminder email subject line 

Any email can only do its job if it gets opened, and that largely depends on your subject line. Your event reminder email subject line needs to be exciting and eye-catching but also accurate about what the email contains. 

Here are a few key tips:

• Include the word Reminder in the subject line. It’s transparent, clear, and communicates to the reader that this email is on an action they’ve already taken. 
• Name the event—and the name of the featured guest if they are notable. 
• Make the subject line stand out by bracketing text and/or using all caps.

Here are some notable event reminder email subject lines sourced from our inbox:

• You have a class coming up!
• Reminder for Introduction to Project Management Workshop
• Event Reminder: An Evening with Ray LaMontagne
• Reminder: Seth’s Birthday Safari!
• Reminder — You’ve RSVP’d for “Book Party with Lori Weitzner”
• Live Podcast: The UnSpammy Awards

4 Event Reminder Email Templates 

Event reminder emails don’t have to be captivating pieces of writing, but if you’re not sure where to start or how to write an event reminder email, we’re here to help! Check out these sample templates for different circumstances and types of events, which you can tailor to your needs.

Template #1: Online event reminder

When to use: Let’s say you have a webinar scheduled for tomorrow and want to send a day-of reminder to those who have signed up to ensure they’re excited and ready. 

Subject line: Reminder: Our Email Marketing with AI Webinar is TODAY!!
‍
Refill your coffee, grab a snack, and get ready to become an expert in email marketing strategies because our Email Marketing with AI webinar begins in just a few hours! Here’s a refresher on the details:
‍

Email Marketing with AI‍

1pm - 2pm Central
Link to join: [insert your link here]
‍

Get excited to…

• Hear from John Doe, creator of the podcast “Marketing of the Future”
• Learn how AI has changed the landscape of email marketing
• Get practical tips for harnessing AI in your email marketing strategy
• Ask all your burning questions about AI in email marketing (we know you have some!)

Why this template works: This template provides attendees with the details they need while also hyping them up for the event. This can not only increase attendance but also make your audience more engaged when the webinar starts.

Pair this copy with this design

Template #2: Location and directions reminder

When to use:  Making sure your attendees have the logistics for getting to your event will pre-answer concerns they might have and make it easier for them to get to your event on time. This location and directions reminder email template can go out a week before your event.

Subject line: Reminder: Movie Night 2024 is Coming Up! Here’s How to Get There

Movie Night 2024 is coming up soon on September 17th, 2024 and we can’t wait to see you! Here are the details you’ll need:

Movie Night 2024
September 17th at 7pm

Location:

Theodore’s Theater
1234 Main Street
New York, New York

Driving Directions:

Coming from I-278, take exit 30.
Take a left off the exit onto Main Street.
Theodore’s Theater will be on your right, 2.5 miles ahead.

Where to Park:‍

Theodore’s Theater has a private lot next to the building. If this lot is full, there is a nearby parking garage at 2345 Main Street approximately one block away.

Transit Directions:

Take the X train to the Main Street station.
Exit the station and turn right.
Theodore’s Theater will be two blocks ahead on your right.

Have questions? We have answers! Contact us at email@movienight.com or call us at 555-123-4567.

‍Why it works: This information will help your attendees plan their day around your event. Sending it a week before the event allows ample time for attendees to ask clarifying questions about the directions if needed. 

Pair this copy with this design.

Template #3: Detailed information reminder

When to use: Some events will warrant a reminder email with a lot more information like agendas and schedules, accommodations, and so on. This is especially common for conferences, workshops, and formal events, whether they’re in person or online. 

Subject line: Important Event Information for the Virtual Writers’ Conference

You’re registered for the Virtual Writers’ Conference and it’s almost here! We have all the exciting information and details you’ll need to know.

When:

October 3rd and 4th, 2024
9am - 4pm

‍How to log on:

Visit this link: [link]
We recommend logging on ahead of time to allow time to make an account on Webinar Platform if you don’t have one already.

What’s in store:

‍October 3rd‍

• ‍9am: Keynote speech from [speaker name] [title of speech]‍
• ‍10am: Your choice of:
  • [topic 1]
  • [topic 2]
  • [topic 3]‍
• ‍11am: Small group discussions‍
• ‍12pm: Lunch break‍
• ‍1pm: Your choice of:

• [topic 1]
• [topic 2]
• [topic 3]
• 2pm: Writing project work time‍
• ‍3pm: Small group workshopping

October 4th

• ‍9am: Keynote speech from [speaker name] [title of speech]‍
• ‍10am: Your choice of:
  • [topic 1]
  • [topic 2]
  • [topic 3]‍
• ‍11am: Small group discussions‍
• ‍12pm: Lunch break
• ‍‍1pm: Small group workshopping
• 2pm: Writing project work time‍
• ‍3pm: Writing project presentations‍
• 4pm: Wrap-up by [speaker]

Questions or ideas? Contact us at email@virtualwritersconference.com or at 555-123-4567.

Why it works: Sending this email a week before your event can get attendees excited about it and what they’ll learn further promoting attendance. 

Pair this copy with this design

Template #4: Last-minute changes reminder

When to use: In some cases your email might not only be a reminder about the event but about details that may have changed.-----

Subject line: IMPORTANT: Reminder of Updates to Field Day Event Tomorrow

We’re looking forward to seeing you for our Field Day event tomorrow, February 10th at 10am!

Please remember that the location of this event has changed. It will now take place at:

Felicity’s Field
1234 Main Street
Somewhere City, Alabama

Directions and parking can be found here: [information page link]
‍
Be sure to bring:

• Water bottle
• Your confirmation email

If you have questions, reach out to us at email@fieldday.com.

Why it works: This template is clear and specific, and it calls attention to the changed information to make sure attendees are aware if they need to do anything differently. 

More event reminder email inspiration

Event reminder emails don’t always have to be about your live or in-person events. Sales and special promotions count as events, too! 

Get creative and send an event reminder email about a sale you’re having, or position your products as the perfect choice for any event your reader has on their calendar. Here are a few examples of effective reminder emails across the board, to inspire your next event promotion. 

ParkMobile

Subject line: Reminder: A Free Gift from ParkMobile 🚙

This email from ParkMobile reminds the customer that they have a gift card to use. This encourages them to take advantage of the savings with the added perk that it introduces them to the partner website GoNift.

Standout design elements: 

• The email is concise, so customers can stay focused on the reminder message and not get distracted.
• The call to action is clear and visually prominent, making it easy for customers to understand what they should do next.
• The “Expires Soon” part creates a sense of urgency which can prompt customers to act right away instead of waiting and potentially forgetting about the gift card.

Apple

Subject line: Worldwide Developers Conference 2022

Apple’s reminder calls readers’ attention to their upcoming developer conference and gets them excited for what’s ahead, building enthusiasm and encouraging readers to attend.

Standout design elements: 

• The design is on-brand for Apple, which allows readers to recognize the brand immediately. 
• The email highlights several features of the event, reminding registrants of what to expect on the day of. 
• Essential details such as the date and time, stand out at the top of the email. 

Peak

Subject line: Pre-orders end Monday at Midnight

Peak sent out this reminder email during the pre-order period for its herbal mood-enhancing drinks, reminding customers to place their pre-orders before the opportunity closed.

‍Standout design elements: 

• It’s clear and specific about when pre-orders end right from the subject line. It gets straight to the point in a way that creates a sense of urgency in customers who only have a small window left to pre-order.
• The personalized touch of using the customer’s name stands out and makes the email more relatable to the customer.
• The call to action is brightly colored and surrounded by white space which makes it visually “pop.” This draws customers’ eyes to that button and may make them more likely to click through.

How the largest SaaS event in the world supercharges its email design 

As the largest SaaS event in the world, the marketing team at SaaStr generates 350 emails per year to promote and remind Executives, Founders, and Entrepreneurs of their live events.