Event Reminder Emails: Templates, Examples & Best Practices

You’ve put in all the hard work to plan an unforgettable event, and now it’s time to make sure your audience shows up. The key to securing a solid turnout? Staying engaged with your attendees right until the very last minute. That’s where event reminder emails come in, keeping your event top of mind and ensuring your audience stays committed.

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Why Event Reminder Emails Matter

Event reminder emails are simple but powerful. They’re sent shortly before the event to remind attendees of the key details. It’s the perfect way to give your audience a little nudge, ensuring they’re excited and prepared for your upcoming event.

These emails should include all the essential information: event name, date, time, location, and any extra details like dress codes or things to bring. A well-timed reminder email can significantly boost attendance and help ensure that everyone who registered actually shows up.

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Even though people who receive event reminder emails have already signed up, these messages can be a great way to encourage additional registrations. You can include messaging like “bring a friend” to encourage last-minute sign-ups or referrals.

How to Write an Effective Event Reminder Email

  1. Keep It Simple

Your reminder email doesn’t need to be overly fancy. Since your recipients are already registered, they don’t need to be convinced to buy tickets. This is just a quick reminder with a dash of excitement. Keep your message concise and to the point.

  1. Craft an Engaging Subject Line

The subject line is crucial to your email’s success. A great subject line grabs attention and boosts open rates. Try personalizing the subject line with the recipient’s name or make the purpose clear by using words like “Reminder” or “Don’t Forget.” Keep it short and sweet, and make it clear that it’s a reminder.

  1. Highlight Key Event Details

The purpose of this email is to remind your attendees of the critical information. Put the following details front and center:

  • Event date and time
  • Event location
  • Any requirements (e.g., dress code or what to bring) At a minimum, include the event name in the subject line. For example, “Reminder: CheesecakeFest 2024 is this weekend!”
  1. Include a Relevant Call to Action (CTA)

Even though attendees have already registered, a CTA can still drive further engagement. Here are some ideas:

  • RSVPs: “Click here to RSVP for [Event]”
  • Bring a friend: “Bring a friend to [Event] and get a discount”
  • Get ready: “Download the schedule” or “Reserve parking”
  • Follow and share: “Follow us on social” or “Share on Instagram” A relevant CTA will increase open rates and engagement, ensuring your event stays on attendees’ radar.
  1. Include a FAQ Section

Adding a FAQ section in your email or linking to a page on your website can answer last-minute questions and reduce confusion. Some common FAQ topics include:

  • Parking and transportation options
  • Dress code
  • Event duration
  • Dining options and food sensitivities
  • Guest rules (minimum age, what to bring, etc.) An FAQ section helps attendees feel confident and ready, which can reduce no-shows.
  1. Use a Valid Email Address

Don’t use a “Do Not Reply” email address for your reminder emails. Instead, send from an address you actively monitor, so you can respond quickly to any last-minute questions or concerns.

  1. Build Excitement and Encourage Engagement

Your reminder email is an opportunity to get attendees pumped up! Use positive language like “We can’t wait to see you at [Event]!” and add a personal touch to build anticipation. Include links to your social media pages or event hashtags to encourage attendees to engage with you on social platforms.

  1. Provide Preparation Details

Let your attendees know if there’s anything specific they should do before the event. This could include downloading an event app, prepaying for parking, or even checking out the event schedule in advance. A quick “what to do before you arrive” can make your attendees feel more prepared and confident.

Timing Your Event Reminder Emails

When it comes to sending reminder emails, timing is everything. Here’s a general guideline for optimal timing:

  • One Week Before: This is a great time for an initial reminder. It gives attendees plenty of time to prepare and for any last-minute sales.
  • 48 Hours Before: A second reminder, focusing on event-specific details, can help reinforce commitment and prevent forgetfulness.

The best time of day to send emails will vary depending on your audience, so don’t hesitate to test different times to see when your emails get the highest open rates.

Sample Reminder Email Templates

Here are two simple templates you can use to get started:

1 Week Before Reminder Email Template:

Subject: Reminder: [Event Name] is coming up on [Date]

Dear [Name],

We’re so excited to see you at [Event Name] on [Date] at [Location]. Here are a few things to keep in mind for the best experience:

  • Best time to arrive
  • Parking/transportation info
  • Any special security requirements (e.g., bag size restrictions)

See you soon!

Best,
[Your Name]

48 Hours Before Reminder Email Template:

Subject: [Event Name] is almost here — Are you ready?

Dear [Name],

Just 48 hours to go until [Event Name]! Here are a few final reminders to help you prepare:

  • Parking info
  • Any changes (e.g., performer updates, schedule changes)
  • Additional announcements (e.g., merchandise, food options)

We can’t wait to see you there!

Best,
[Your Name]

Event reminder emails are a simple yet powerful tool to ensure your attendees show up and stay engaged. By crafting clear, concise, and exciting reminders, you’ll create anticipation and minimize the chances of no-shows. Use these best practices to keep your event top of mind and build excitement right up until the big day.

Tiffany Bent
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