Hosting an event means you'll be sending a lot of emails. From the initial announcement to the final thank you, each message plays a key part in your event's success.
Using a template gives you a solid foundation to build from. It helps ensure you're hitting all the right notes and including the essential details for your attendees, without having to start from scratch.
Make your subject line count. It should be clear and create a bit of excitement. Think "You're invited: [Event Name]" or "The agenda for [Event Name] is here."
Lead with the essentials. Put the date, time, and location right at the top. Your guests shouldn't have to dig for the core details.
Match the email to the event's vibe. A beautiful email sets the tone. Use great images and a clean design that reflects the experience you're creating. It shows you care about the details.
Have a single, clear call to action. Guide your reader to the one thing you want them to do, whether that's "RSVP Now" or "Get Your Ticket." Make the button obvious and the instruction simple.
<template>
Subject: You're invited: [*Event Name*]
Hi [*First Name*],
We would be delighted for you to join us for [*Event Name*]. This is your official invitation to [*briefly describe the event, e.g., a workshop on modern calligraphy, our annual community gala, a launch party for our new collection*].
It's happening on [*Date*] at [*Time*] at [*Location/Venue Name*]. We've planned an event full of [*describe the experience, e.g., insightful talks, hands-on sessions, and great conversations*]. You'll get to [*mention a key benefit or activity, e.g., connect with fellow creatives, hear from industry leaders, get a first look at our new products*].
To save your spot, please RSVP by [*RSVP Deadline*]. You can find all the details and reserve your spot here:
[*Link to RSVP/Ticket Page*]
We can't wait to see you there.
Best,
[*Your Name*]
[*Your Title/Company*]
</template>
<template>
Subject: Reminder: [*Event Name*] is almost here
Hi [*First Name*],
This is a friendly reminder that [*Event Name*] is just around the corner. We’re looking forward to seeing you on [*Date*] at [*Time*] at [*Location*].
If you’d like to review the schedule or need directions, you can find all the event information here:
[*Link to Event Details Page*]
See you there,
[*Your Name*]
[*Your Title/Company*]
</template>
<template>
Subject: You're confirmed for [*Event Name*]
Hi [*First Name*],
You're all set. This email confirms your spot for [*Event Name*]. We've saved your seat and are excited to have you join us.
The event is on [*Date*] at [*Time*], located at [*Location*]. We recommend adding this to your calendar so you don't miss it.
If you need to review the details or have any questions, everything you need is on the event page:
[*Link to Event Details Page*]
We look forward to seeing you.
[*Your Name*]
[*Your Title/Company*]
</template>
<template>
Subject: Thanks for coming to [*Event Name*]
Hi [*First Name*],
Thank you for joining us for [*Event Name*]. It was great to have you there, and we hope you had a meaningful time.
We'd love to hear what you thought of the event. If you have a moment, you can share your feedback here:
[*Link to Feedback Form*]
As promised, here are the [*e.g., presentation slides, a recording of the session, a list of resources*] from the event:
[*Link to Resources*]
We hope to see you again soon.
Best,
[*Your Name*]
[*Your Title/Company*]
</template>
<template>
Subject: Following up from [*Event Name*]
Hi [*First Name*],
It was great to connect with you at [*Event Name*]. I enjoyed our conversation about [*mention a specific topic you discussed*].
As we discussed, here is the [*resource or information you promised, e.g., a link to our portfolio, the article I mentioned*]:
[*Link to Resource/Information*]
I’ve been thinking more about [*mention their goal or problem*], and I believe we could help. Would you be open to a brief call next week to explore this further?
Let me know what works best for you.
Best,
[*Your Name*]
[*Your Title/Company*]
</template>
Now that you have these five event email templates, Flodesk provides the tools to bring them to life. We offer an intuitive email marketing platform for small businesses, helping you grow your list and engage your audience. You can create, send, and automate your event emails without needing any coding or design skills, allowing you to focus on what matters: connecting with your attendees.
With a straightforward email builder, effective automations, and clean forms, Flodesk gives you everything you need for your email marketing, minus the complexity. Over 100,000 businesses trust our platform to send emails that look good and get results. We handle the technical side so you can focus on your event.
Event emails are your direct line to attendees, and these templates provide a clear path for every message you need to send. This framework helps you communicate effectively so you can focus on the event itself.
When you're ready to bring your emails to life, you can sign up for Flodesk and start creating.
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