How Do I Manage My Virtual Event Email Reminders

A Screen of a Smartphone Displays the Messaging Application, With a Visible Notification Indicating a New Message in the Inbox. - Eventdrive Blog Article

Reminders and follow-ups are crucial elements for any event organizer—perhaps even more important than the invitation itself! That’s why it’s essential to execute them effectively, as they can significantly impact your event's attendance rate. At Eventdrive, we’ve identified the different types of follow-ups and compiled tips to help you avoid common pitfalls. Ready to master automated reminders for your online events? Let’s get started!

What Are the Different Types of Follow-Ups?

Follow-Ups for Non-Respondents

Sending out invitations to your upcoming event is a good start, but you can’t stop there. While some guests may register as soon as they receive your invitation, the majority may ignore your message—either out of disinterest or simply forgetting to respond.

This is why following up with your invitees is critical to securing a strong turnout. By doing so, you can address any doubts they may have (perhaps they’re hesitant, and you’ll manage to convince them) and confirm their registration. Follow-ups also help gauge interest; if invitees are no longer interested, they have the opportunity to decline your invitation.

In turn, you can:

Increase your registration rate by reminding those who simply forgot to sign up.
Clean up your participant list by segmenting uninterested invitees.

Engagement Emails

Don’t assume your job is done once participants have registered. It’s essential to send promotional emails leading up to the event. These emails can reinforce their decision to sign up and build anticipation by sharing:

Teasers about a key session or highlight of the event.
Insightful details about a featured speaker.
Updates about new sessions added to the program.

Follow-up emails that emphasize exciting content or a noteworthy speaker keep participants engaged and increase their eagerness to attend.

Countdown Emails

Along with content teasers, sending countdown reminders is an effective way to keep your event top of mind. These emails should be concise and straight to the point, such as:
"Event ABC is happening in X days!"
Include a compelling reason for attendees to participate.

Countdown emails are particularly effective for refreshing participants’ memories and ensuring your event stays on their radar. This proactive approach can positively impact your attendance rate on the big day.

At Eventdrive, we understand the importance of these reminders, which is why we recommend sending a minimum of four reminders:

One week before the event: Notify participants about their commitment and ensure the event is marked on their calendars.
The day before the event: Remind attendees to prepare for their participation.
One hour before the event: A final nudge to help attendees wrap up current tasks and be ready on time.
Five minutes before the event: A brief reminder, especially useful for virtual sessions or specific workshops, to ensure participants join promptly.

💡 Bonus Tip: Strengthen your reminders with mobile push notifications or SMS messages. While these should be used sparingly to avoid overwhelming your audience, they are particularly effective for key workshops or plenary sessions.

Simplify Follow-Ups with Eventdrive

With Eventdrive’s solution, you can easily automate follow-ups, reminders, and notifications for your guests. This not only saves you time but also ensures a smooth and engaging experience for your attendees.

4 Key Points for Effective Communication

1. Get straight to the point

When sending invitation follow-ups and reminders, it’s important to be concise and direct. Your follow-up email should be short, both in the subject line and the body text. Use a friendly salutation and an engaging hook to grab attention. Finally, include a clear call-to-action (CTA) to convert those last-minute undecided guests, and you’re good to go!

2. Be original to spark curiosity

Focus less on promoting your company and more on the experience your guests will have at the event. Your recipient should feel they are about to participate in something unique—a truly memorable experience, even if the event is virtual.

To achieve this, consider including sneak peeks of key topics that will be discussed at your event, such as excerpts from a speaker’s presentation. You could also add a short video showing behind-the-scenes preparations to create excitement.

3. Personalize to boost participation rates

Personalization is essential for follow-up emails! Use an automated personalization tool to include your recipients’ first names in the email—trust us, it makes a difference!

Additionally, segment your mailing list. For example, differentiate between those who attended the previous edition of your event and new invitees, and tailor your emails accordingly.

4. Space out your reminders

One reminder is not enough—you’ll need to prepare several. However, be cautious not to spam your guests by sending too many emails in a short time!

To avoid mistakes, use a marketing automation tool to schedule follow-ups at regular intervals. With Eventdrive, this functionality is built-in and can be combined with mobile push notifications for even more impactful communication.

In Conclusion

Taking the time to prepare well-thought-out reminders is key. These reminders should align with your target audience and help you meet your participation goals. By following these tips, you’ll have no trouble crafting the perfect follow-up email and sending it at the right time to maximize attendance!

Topics: Event communication