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Event Reminder Email Templates

Whether you’re organizing an online or offline event, reminding your audience about it is just as important as informing them about the event in the first place. That’s where event reminder emails come into play. Your attendees may have signed up for your event months ago, and they may have forgotten or lost interest during the waiting period. Thoughtfully crafted reminder emails can help keep your event fresh in the minds of your prospective audience, maintain engagement and ensure the majority of those who registered will eventually show up at your event. Below are some best practices for writing efficient event reminder emails and examples of event reminder email templates that you can customize and use in your own event reminder email campaign.

Best practices for writing event reminder emails

Keep it short and simple

The primary purpose of event reminder emails is to remind your audience about an upcoming event to ensure the audience stays engaged until the event day. An event reminder email should include only essential facts about your event without pitching or overwhelming people with irrelevant information. Make it a one-paragraph message and ensure it’s mobile-friendly since over 80% of all emails are now opened and read on mobile devices.

event reminder email example

Provide key event details

As your event reminder email is a follow-up to your initial event invitation email, it doesn’t need to include in-depth content. However, there are some key details you’ll want to provide:

  • Event name and what the event is about;
  • Event date and time (plus the time zone for international online events);
  • Event location for offline events (preferably with Google Maps);
  • Short info about speakers and what they will be presenting;
  • Agenda, especially if you’re running a whole day event;
  • Any additional information that may be helpful (venue details, event rules, etc.)
Event Reminder Email Templates

Personalize and use a friendly tone

Address attendees by name and keep a friendly, inviting tone, just like you would do in a meeting reminder email. You can also send reminder emails from a person rather than a general company email which adds an extra personal touch to your event reminder message. Finally, make sure to include your contact info and a link to your FAQ page (if you have one) to make it easy for attendees to reach out if they have questions before the event.

Event Reminder Email Templates

Examples of event reminder email subject lines

Here are some effective email subject lines that work well for event reminder emails:

  • Reminder to register for [Event Name]
  • Don’t miss out [Event Name]
  • Save the date: [Event Name], [Date]
  • Mark your calendar for [Event Name]
  • You don’t want to miss [Event Name]!
  • Reminder: [Event Name], [Date]
  • Largest [event type] in [Geographic Location]: [Event Name]
  • Meet the speakers at [Event Name]!
  • Last chance to see [Speaker] live at [Event Name]!
  • Reminder: [Event Name] in [x] days
  • Are you excited about [Event Name]?
  • Are you joining us tomorrow at [Event Name]?
  • Reminder: join us at [Event Name] on [Date]
  • Starting tomorrow! [Event Name]
  • Are you coming? See you at [Event Name] on [Date]
  • Get ready for today’s [Event Name]!
  • [Online Event Name] starts in 5 minutes!

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Event reminder email templates

General online event reminder email

Online event early bird pass reminder email

Webinar reminder email #1 (a week before the event)

Webinar reminder email #2 (the day of the event)

An offline event reminder email

Offline event quick reminder

Bonus: Post-event follow-up email

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Frequently asked questions

Why is it important to send event reminder emails?

Once the event registration is complete, your goal is to keep your registrants engaged and interested in your event. A friendly reminder email allows you to do just that and helps to build and maintain better relationships with your audience. In addition, if your pre-event messages add value, you increase the chances of engaged registrants attending your event.

What is the best time to send event reminder emails?

The optimal timing depends on your event type and your audience; however, based on the industry best practices you should send at least three event reminder emails (besides your registration confirmation email):

  • 1st email reminder: one week before the event
  • 2nd email reminder: one day before the event
  • 3rd email reminder: on the day of the event

Wednesday and Thursday are believed to be the best days to send event reminder emails, while Mondays should be avoided.

Should I send plain text or HTML formatted event reminder emails?

While HTML-formatted emails might look more visually appealing and make the content easier to digest, plain-text emails may generally look more natural and personalized. When crafting your reminder email sample, try out different email format types and make sure to use the one that aligns best with your industry and your overall business communication style.

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