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