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Event Reminder Emails: 5 Effective Strategies

Event Reminder Emails: 5 Effective Strategies

Event planning isn’t for the faint of heart. The most stressful part is also the most important: getting people to want to show up (in person or digitally). To get those RSVPs rolling in, you need to have a beautiful and intriguing email campaign.

A critical part of that campaign is the event reminder email, which keeps registrants interested, provides essential event information and helps bring in a final round of RSVPs.

A critical part of that campaign is the event reminder email, which keeps registrants interested, provides essential event information and helps bring in a final round of RSVPs. Click To Tweet

In today’s post, we’re sharing our top five event email design tips for making your event reminder email stand out!

How to write an event reminder email

Since your event reminder email is a follow-up to your initial event email invitation, the content of this second message doesn’t need to go very in-depth. However, there are a few key details you’ll want to include:

  • WHAT: Remind registrants or potential registrants what the event is. Include the event title, tagline and the name(s) of presenters, if relevant.
  • WHEN: Always include the date and time—and time zone, especially for web events!
  • WHERE: Provide an address for in-person events, along with relevant transit and parking information.
  • HOW TO SIGN UP OR SHARE: If your event reminder email is nudging audience members who haven’t committed yet, make sure it’s still easy to sign up. (Hint: think optimized CTA button). If you’re contacting those who have already RSVP’d, make it easy for them to share the event signup with friends.
  • HOW TO GET MORE INFORMATION: Reminder emails are short, so link to a landing page with more detail.
  • HOW TO RESPOND WITH QUESTIONS: What if someone wants to change an RSVP, invite a friend or ask questions about the venue? Include contact information and/or a link to your FAQ page.

Now that you’ve gotten the gist of what this email should look like, let’s jump into our top five design tips — event reminder email samples included.

#1. Be concise

This friendly reminder email from General Assembly is the perfect example of how simplicity can improve communication. The message is startlingly simple, but it includes all the information that a registrant needs.

General Assembly event reminder emails

The great thing about this email is that it’s likely an event reminder email template. The extra-large header text, illustration and footer information can all be recycled from one reminder to the next. Simply update the event time and location and the email is ready to go for event after event. Having a template like this available is definitely a smart way to streamline your workflow — equaling extra time to invest into other parts of your business.

Punchbowl, the digital invitation site, also relies on a clean-looking template for its reminder email system. Like General Assembly, the email’s legibility is aided by a simple layout, live text that’s used sparingly and the inclusion of only the most important information.


Punchbowl event reminder emails

For attendees who are already signed up and ready to go, think of your event reminder email as a friendly nudge. You don’t need to include a lengthy event description in the email; just make it easy for interested readers to click for more info.

#2. Strategically fill empty seats

CourseHorse curates local events and makes them easy to find to register. In addition to a reminder email that’s sent a few days before each course begins, CourseHorse also sends an incentive email to help fill open seats. Here’s an example:


CourseHorse event reminder emails

It’s a smart concept, and the email’s design helps pull it off: The header makes it clear what the message is about, the key information is listed on separate lines and a bold CTA button makes it easy to take action. We’d recommend just a few design improvements: correcting the blurry image in the header (an easy fix) and giving the stock image a little love through simple customizations. Conceptually, though, this is an excellent tactic to try when you need to fill those last-minute empty seats!

#3. 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 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. But what makes this event reminder email format so effective is that the details were presented over a background image. The tactic allowed SMW to show key details “above the fold” instead of beneath an image, making the important information as visible as possible.

Social Media Week event reminder emails

Brands use text overlay all the time with images. What’s crucial here is that SMW’s design includes live text over an image, along with a bulletproof CTA button. This way, details will still show up, even if a reader has image-viewing turned off or if the image doesn’t load. We don’t see this technique used very often in email, but it’s a powerful way to optimize your message. Learn how to use this tactic in our tutorial How to Add Background Images in Email.

#4. Embed a map to guide attendees

The last thing you want at an in-person event is confusion about how to get there. If there’s something quirky about your location—maybe attendees will need to go through security, wait for an elevator or park around the block—include this information in your event reminder email. One basic but important way to make traveling to an event easier for attendees? Simply include a map. Events expert Eventbrite includes maps in all of its reminder emails:

Eventbrite Event reminder email sample

Eventbrite also includes add-to-calendar features, which is a smart way to help registrants get the event on their calendars and increase their likelihood of remembering to attend.

#5. Don’t forget your event email subject line

Email marketers agonize about how to write the perfect subject line. And it’s no wonder: About 35% of subscribers decide whether or not to open your email based on the subject line alone.

Registrants for an event might be more likely to open your event reminder email since they’ve already engaged by signing up. Still, making sure your reminder email subject line stands out is never a bad idea. Here’s a sampling of event email subject lines sourced from our inbox:

  • You have a class coming up!
  • Reminder for Introduction to Project Management Workshop
  • Reminder for Women’s March in NYC
  • Event Reminder: An Evening with Ray LaMontagne
  • Reminder: Seth’s Birthday Safari!
  • Reminder — You’re Invited! Book Party with Lori Weitzner
  • [TODAY] Live Podcast: The UnSpammy Awards
  • [Last chance!] Save your spot in the Launch a Design Career Summit
  • Reminder: Event Submission Deadline is Dec. 2nd for #SMWNYC

Notice any trends? Our takeaways:

  • Include the word REMINDER in the subject line. It’s transparent and clear.
  • Name the event—and the name of the featured guest—when applicable.
  • Make the subject line pop by bracketing text and/or using all caps.


More event reminder email inspiration

Pro tip: Event reminder emails don’t always have to be about your company events. Sales and special promotions totally 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.


Subject line: Reminder: Your RSVP is due soon!

event reminder email example

What we like:

  • The email design looks like a paper invite you might get in the mail.
  • It’s easy to shop for a specific type of event.
  • The “dress decoder” link provides extra educational content.


Subject line: Reminder: Members’ preview & opening reception NEXT WEEK

event email design

What we like:

  • The descriptive CTA explains exactly what you need to do
  • The simple email design focuses on one primary image
  • Only essential information is included, with a link to further info.


Subject line: You have (1) event reminder

event email subject line

event email with gif

What we like:

  • The product photos and background images utilize a similar color scheme
  • Movement in the email catches the eye…
  • … and so does the number in the subject line!

Wrap-up: Event email template

Designing a great event reminder email doesn’t have to be complicated! The clearer and more concise you can be, the better. Event email design is simple with the easy-to-use, drag-and-drop BEE email editor. And by starting with one of our event email templates, designing an effective event reminder email can be even easier.

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Our set of event email templates has five design options, and endless possibilities for customization! The invitation and confirmation email templates are free, and anyone with a BEE Pro membership can access the graphic invitation, reminder and follow-up templates. No HTML knowledge required — jump straight into event email design today!

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Updated April 13, 2020


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BEE Team