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The types of event marketing emails you need to send as an event planner: Schedule + 15 free email templates

  • Last Updated : December 27, 2023
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  • 16 Min Read

As an event planner, effective email communication is crucial for promoting and managing events. Whether you're gearing up for a bustling conference, a music festival extravaganza, or a charitable fundraiser, knowing which types of event marketing emails to send and precisely when to send them can truly transform your event planning experience.

If you're unsure of where to start, you're in the right place! In this guide, you'll discover 15 free, carefully drafted email templates, each tailored to fit different stages of your event. Let's save you some time—These emails are organized chronologically to correspond with the timeline of your event planning process so all you need to do is tweak them to fit your event and watch the attendees roll in.

 

Save the date:

Announce the event with a "save the date" email to give recipients an early heads-up. Include basic details such as the date, time, and location. It's best to send this email six months before the actual event.

TEMPLATE:

Subject: Save the date: [Event Name] — Mark your calendar!

Hi [Recipient's Name],

We hope you're doing well! We're excited to bring some fantastic news your way: [Event Name] is on the horizon and we want you to be there. Save the date—[event date].

Stay tuned for future emails, where we'll provide you with more details, including our fantastic lineup of speakers/performers, workshops, and all the ways you can make the most of your time at [Event Name]. We can't wait to reveal all the exciting surprises we have in store for you!

In the meantime, be sure to follow us on social media and keep an eye on our website for updates and sneak peeks. If you have any questions or would like to inquire about sponsorship opportunities, please feel free to reach out to our team at [Contact Email].

Thank you for being a part of our community; we look forward to seeing you at [Event Name] on [Event Date].

Cheers,

[Your Name]

[Your Title]

[Event Organization]

[Event Website]

[Social Media Links]

 


 

Sponsorship and exhibitor opportunities:

Reach out to potential sponsors and exhibitors as early as six months before the event, if not sooner. This timeframe gives businesses enough time to consider the opportunity and align it with their marketing strategies, while also providing you with ample time to plan the event according to the scope of your sponsorships.

TEMPLATE:

Subject: 🌟 Explore exciting sponsorship and exhibitor opportunities at [Event Name]!

Hello [Recipient's Name],

We hope this message finds you well. As we gear up for [Event Name], we're excited to extend an exclusive invitation to you and your organization to become a valued sponsor or exhibitor at our event.

📅 Event Details:
📆 Date: [Event Date]
🕒 Time: [Event Time]
🏢 Location: [Event Venue]

Why partner with us?
[Event Name] is a premier gathering in [Industry/Niche], attracting a diverse and influential audience of professionals, enthusiasts, and decision-makers. By joining us as a sponsor or exhibitor, you'll gain:

  • Visibility: Showcase your brand, products, or services to a targeted audience.

  • Networking: Connect with industry leaders, potential clients, and partners.

  • Recognition: Position your organization as a key player in your field.

  • Marketing reach: Benefit from our marketing efforts to maximize your exposure.

Sponsorship opportunities:

  • [Sponsorship Tier 1]: [Details and Benefits]

  • [Sponsorship Tier 2]: [Details and Benefits]

  • [Sponsorship Tier 3]: [Details and Benefits]

Exhibitor opportunities:

  • [Exhibitor Package 1]: [Details and Benefits]

  • [Exhibitor Package 2]: [Details and Benefits]

  • [Exhibitor Package 3]: [Details and Benefits]

We offer a range of sponsorship and exhibitor packages to suit your goals and budget. Your involvement will play a pivotal role in making [Event Name] a memorable and impactful experience for all attendees.

To explore the possibilities and secure your spot, please contact our sponsorship team at [Sponsorship Contact Email] or [Sponsorship Contact Phone]. We're here to assist you every step of the way and tailor a package that aligns with your objectives.

Don't miss this opportunity to be part of something special. Join us at [Event Name] and let's make a lasting impression together!

Warm regards,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]

P.S. Act fast to secure your preferred sponsorship or exhibitor package as spaces are limited. We look forward to collaborating with you at [Event Name]! 🤝

 


 

Invitation:

Once the event details are finalized, send out formal invitations approximately three months before the event. This allows guests ample time to adjust their schedules and make necessary arrangements. Include RSVP information, the event agenda, and any special instructions.

TEMPLATE:

Subject: You're invited to [Event Name]—Let's make memories!

Dear [Recipient's Name],

We are thrilled to extend a warm invitation to you for our upcoming event, [Event Name]. We've been hard at work, and we're excited to share the event's details with you. It's going to be an absolute blast, and we'd love to have you with us!

Event details:
📆 Date: [Event Date]
🕒 Time: [Event Time]
🏢 Location: [Event Venue]

Here's a sneak peek of what's in store:

Agenda:

  • [Agenda Item 1]

  • [Agenda Item 2]

  • [Agenda Item 3]

  • [Agenda Item 4]

  • [Agenda Item 5]

Please RSVP by [RSVP Deadline] to ensure we can accommodate you properly. You can confirm your attendance by clicking the following link: [RSVP Link].

Do you have any dietary restrictions or special requirements? Let us know! If you have any questions or require further information, drop a line to our team at [Contact Email].

Thank you for being a valued member of our community, we're excited to have you join us for [Event Name] and hope to see you there!

Warm regards,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]

 


 

Early-bird registration:

Encourage early registrations by offering discounts or exclusive perks for those who register early. Launch the early-bird registration about four to five months prior to the event. This early phase should last for a limited duration, encouraging prompt responses and creating a sense of urgency.

TEMPLATE:

Subject: 🚀 Early-bird registration for [Event Name] is OPEN!

Hello [Recipient's Name],

We're excited to kickoff the countdown to [Event Name], and guess what? Early-bird registration is officially OPEN! 🐦

Here's your chance to snag a sweet deal and be a part of something amazing. Register early, and here's what you'll get:

✨ Early-bird perks:

  • [Perk 1]

  • [Perk 2]

  • [Perk 3]

If you act fast and register by [Early Bird Deadline], you'll also enjoy an exclusive [Bonus Perk] that's too good to pass up.

Don't miss out on this limited-time offer! Register now by clicking here: [Registration Link].

Cheers,

[Your Name]

[Your Title]

[Event Organization]

[Event Website]

[Social Media Links]

 


 

Regular registration reminder:

Send these reminders intermittently, starting two months before the event and leading up to the registration deadline. This ensures potential attendees have regular prompts and don't miss the opportunity to register.

TEMPLATE:

Subject: 📢 Registration reminder: Secure your spot for [Event Name]!

Hey [Recipient's Name]!

We hope this message finds you well! We just wanted to give you a little nudge and remind you about the amazing time that's waiting for you at [Event Name]. It's going to be a blast, and we don't want you to miss out!

📅 Event Details:
📆 Date: [Event Date]
🕒 Time: [Event Time]
🏢 Location: [Event Venue]

Here's a glimpse of what's in store:

Agenda:

  • [Agenda Item 1]

  • [Agenda Item 2]

  • [Agenda Item 3]

  • [Agenda Item 4]

  • [Agenda Item 5]

 

To ensure your spot at [Event Name], just hop over here and register: [Registration Link]. It's quick, easy, and you'll be one step closer to an unforgettable day!

If you've already registered, thank you! Feel free to share this reminder with your friends so they can join in on the fun, too.

For any questions or assistance with registration, our team is just a message away. Reach out to us at [Contact Email].

We're getting super excited about [Event Name], and we really want you to be there. Let's make some great memories together!

Cheers,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]

 


 

 

Speaker/Performer spotlight:

Begin spotlighting key speakers or performers around two months before the event. This builds excitement and gives attendees a taste of what to expect.

TEMPLATE:

Subject: Get ready to be inspired! Meet our star speaker/performer — [Speaker/Performer Name]

Hello [Recipient's Name],

We've got some epic news: [Speaker/Performer Name] is joining the party at [Event Name]! 🎉

📅 Event Details:
📆 Date: [Event Date]
🕒 Time: [Event Time]
🏢 Location: [Event Venue]

Now, let's talk about why you absolutely CANNOT miss [Speaker/Performer Name].

Meet [Speaker/Performer Name]:

  • 🏆 [Highlight their jaw-dropping achievements]

  • 🚀 [Their superpower that sets them apart]

  • 🌟 [Why they're the event's headliner]

Here's the deal: [Speaker/Performer Name] is just the tip of the iceberg. We have a whole galaxy of talent lined up to make [Event Name] a night to remember.

Ready to be part of the magic? Secure your spot at [Event Name] and buckle up for an unforgettable ride. Click here to register: [Registration Link].

Got questions or want to chat about the event? We're all ears! Contact our team at [Contact Email].

We're counting down the days until [Event Date], and we can't wait to have you with us.

Stay pumped, and let's have a ball together at [Event Name]!

Cheers,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]

 


 

Event program and schedule:

Share the detailed program and schedule one month prior to the event. This gives attendees enough time to plan their participation and arrange meetings or sessions they wish to attend.

TEMPLATE:

Subject: 📅 Get ready for an action-packed day at [Event Name]!

Hello [Recipient's Name],

We hope this message finds you well and eagerly awaiting [Event Name]. With the big day right around the corner, we're excited to share the detailed event program and schedule with you. Get ready for a day filled with knowledge, inspiration, and plenty of opportunities to connect with fellow attendees.

📅 Event Program:
🕒 Event Date: [Event Date]
📍 Event Venue: [Event Venue]

Event schedule:

This event is designed to be interactive and informative, with something for everyone. Whether you're interested in our morning sessions, hands-on workshops, or connecting with like-minded individuals at our networking mixer, there's something for everyone.

Please note that the schedule is subject to change, and any updates will be communicated promptly.

Thank you for being a part of [Event Name]. Get ready for an incredible day of learning and networking!

Warm regards,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]

 


 

Venue and logistics details:

Provide logistical details about three weeks before the event. This timing allows attendees to plan their travel and accommodation if needed. Include information about the event venue, parking, transportation options, and anything else attendees need to be aware of.

TEMPLATE:

Subject: Getting ready for [Event Name] — Here's what you need to know!

Hello [Recipient's Name],

We hope you're gearing up for a fantastic time at [Event Name]! With the big day just around the corner, we want to ensure your experience is as smooth as possible. To help you prepare, we're excited to provide you with important venue and logistics details for the event.

🏢 Event Venue:
📍 Venue: [Event Venue Name]
🏠 Address: [Venue Address]
🌐 Venue Website: [Venue Website]

Parking information:

[Parking Location]: [Parking Details]

Public transportation:

  • [Nearest Public Transportation Option 1]: [Details and Directions]

  • [Nearest Public Transportation Option 2]: [Details and Directions]

Event check-in:

Check-in will begin at [Check-In Time] at the [Check-In Location]. Please have your registration confirmation ready for a swift check-in process.

Event schedule:

[Event Schedule Details]: You can find the full event schedule and program on our website or in the event app. Be sure to plan your day accordingly.

Meals and refreshments:

Breakfast, lunch, and snacks will be provided. If you have dietary restrictions or special requests, please notify us in advance, and we will do our best to accommodate your needs.

Event app:

Download our event app, [App Name], to stay updated on event announcements, access the schedule, connect with fellow attendees, and more. The app can be downloaded from [App Store Link] and [Google Play Link].

Contact information:

If you need assistance or have any questions during the event, our event team can be reached at [Contact Email] or [Phone Number].

We're committed to ensuring that your time at [Event Name] is both enjoyable and hassle-free. Please review this information, and if you have any further questions or need additional assistance, do not hesitate to reach out.

See you soon at [Event Name]!

Warm regards,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]


Special announcements or updates:

These should be sent as soon as the change or update is confirmed. The immediacy ensures that attendees are always in the loop and can adjust their plans accordingly.

TEMPLATE:

Subject: 📣 Important updates: What you need to know about [Event Name]!

Hello [Recipient's Name],

We hope you're excited for [Event Name] because we certainly are! We wanted to make sure you're in the loop about some important updates and announcements that will ensure your event experience is top-notch.

Announcement 1: [Announcement Title]

  • [Announcement Details]

  • [Any Action Required, if applicable]

Announcement 2: [Announcement Title]

  • [Announcement Details]

  • [Any Action Required, if applicable]

We're dedicated to ensuring that your experience with us is exceptional, and we can't wait to share this event with you!

Warm regards,

[Your Name]
[Your Title]
[Event Organization]
[Event Website]
[Social Media Links]

 


 

Countdown emails:

Start the countdown emails about a month before the event, increasing the frequency as the event date approaches. This maintains engagement, builds anticipation, and reminds attendees of key details.

TEMPLATE 1:
Subject: 🚀 [X] days left: Tips for a stellar [Event Name] experience!

Hello [Recipient's Name],

With just [X] days left until [Event Name], we want to make sure you're fully prepared to make the most of your day. Here are some tips:

📌 Networking tips:

  • Connect with fellow attendees and speakers. Don't be shy—introduce yourself and exchange ideas.

📌 Session recommendations:

  • Check out our schedule and identify sessions that align with your interests and goals.

📌 What to bring:

  • Dress comfortably and consider bringing a notepad, chargers, and your excitement!

Remember, [Event Name] is all about you, and we're here to make your experience exceptional. Stay tuned for more updates and surprises!

Warm regards,
[Your Name]
[Your Title]
[Event Organization]

[Event Website]
[Social Media Links]

 

TEMPLATE 2:
Subject: 🎉 [X] days left: We can't wait to see you at [Event Name]!

Hello [Recipient's Name],

The countdown is almost over, and we're bursting with excitement! In just [X] days, we'll come together at [Event Name] to make it a day to remember.

We want to take a moment to express our gratitude. Your presence will make this event truly special, and we're honored to have you with us.

If you have any last-minute questions or need assistance, please don't hesitate to reach out to our event team at [Contact Email] or [Phone Number].

Get ready for a day of inspiration, learning, and unforgettable moments. We can't wait to welcome you at [Event Venue] on [Event Date]!

Warm regards,
[Your Name]
[Your Title]
[Event Organization]

P.S. The excitement is contagious! Feel free to share your anticipation on social media using #EventName. See you soon! 🌟

 


 

Exclusive content sneak peek:

Share exclusive content or sneak peeks around one to two weeks before the event. This last-minute teaser can spike interest and remind attendees of the value of the event.

TEMPLATE:

Subject: 📣 Sneak peek: Exclusive content from [Event Name]!

Hello [Recipient's Name],

We hope this message finds you well and brimming with anticipation because we're about to give you a taste of what's in store at [Event Name]!

Exclusive sneak peek: [Content Title]

  • [Content Description]

  • [Why This is a Must-See]

This exclusive content is just a glimpse of the incredible lineup of speakers, sessions, and experiences that await you at [Event Name]. We can't wait to share the full event with you!

Stay tuned for more exciting updates and surprises as we count down to the big day.

Warm regards,
[Your Name]
[Your Title]
[Event Organization]

[Event Website]
[Social Media Links]

 


 

Thank-you email:

Dispatch thank-you emails within a few days post-event. This helps in maintaining a positive relationship with attendees and leaves a lasting good impression. Consider thanking more than just the attendees, here are 7 important thank you email templates to send to everyone who made the event a success— bolster good will and strengthen your professional relationships!

TEMPLATE:

Dear [Attendee Name],

 

Thank you for attending [event name]!

We have some exciting post-event networking activities planned, including a LinkedIn Live session where you can connect with fellow attendees and speakers to discuss the event's key takeaways [insert details about the networking activities and any links to registration or other information].

As we revisit the event, we wanted to share some highlights with you, along with a few photos that capture the spirit of the day [Insert a brief summary of some of the highlights from the event and attach photos].

Once again, thank you so much for being a part of our event and community. We're grateful for your support, and can't wait to see you again soon!

 

Cheers!

[Your Name]
[Your Title]
[Event Organization]

[Event Website]
[Social Media Links]

 


 

Post-event survey:

Send the survey within a week after the event concludes. This ensures the experience is fresh in attendees' minds, leading to more accurate and useful feedback.

TEMPLATE:

Subject: We Want to Hear Your Thoughts on [Event Name] 📢

Hey [Recipient's Name],

We hope you had an awesome time at [Event Name] – we sure did! Your presence made it all the more special.

Now, we're on a mission to make our future events even more incredible, and we need your help!

Would you mind taking a few minutes to fill out our post-event survey?

[Link to Survey]

It's super quick and won't take more than [Specify Duration, e.g., 5 minutes]. Don't worry; your responses are top-secret and will only be used to make our next events even better.

We're especially curious about:

  • How much you enjoyed the event

  • What you thought of the speakers/performers

  • Which sessions/workshops rocked (or didn't)

  • Any thoughts on the venue and logistics

  • Your registration experience

  • And any other random ideas you've got!

As a little thank-you for your time, you'll be entered to win [mention any incentive if applicable, e.g., a discount for the next event, a gift card, etc.].

The survey's open until [Closing Date of Survey]. Can't wait to see what you think!

Thanks a bunch for being part of [Event Name]. We're excited about what's next, and we hope to catch you at our future events.

Warm regards,

[Your Name]

[Your Title]

[Event Organization]

[Event Website]

[Social Media Links]

 


 

Promotional emails:

Share promotional content, such as videos, articles, or interviews related to the event to maintain engagement. Continue post-event promotions immediately after the event to set the stage for future events.

TEMPLATE:

Subject: Relive the Magic of [Event Name]: Highlights, Interviews, and What's Next!

Hey [Recipient’s Name],

We hope you're still basking in the afterglow of [Event Name]! The energy and enthusiasm you brought to the event were incredible, and we can't thank you enough for being part of it.

Now, it's time to relive the magic with us. We've got some fantastic post-event content lined up just for you:

📸 Event Highlights:
Get ready to travel back in time! We've curated the best moments, photos, and highlights from [Event Name]. Whether you joined us in person or followed the action from afar, these memories are bound to put a smile on your face. [Click here to view the highlights]

🎥 Exclusive Interviews:
We had the privilege of sitting down with our amazing speakers, performers, and some of the incredible attendees. In these exclusive interviews, you'll discover their unique insights, key takeaways, and the moments that left a lasting impression. Dive into their world and gain fresh perspectives. [Watch the interviews]

📣 What's Next:
The excitement continues! We're not hitting the brakes just yet. Stay tuned for exciting announcements about future events, early-bird registration, and more. The journey doesn't end here, and we can't wait to have you with us for what's next. [Stay updated]

Your participation made [Event Name] unforgettable, and we're committed to making the future even brighter. Follow us on social media, keep an eye on your inbox, and get ready for what's coming up!

Thank you once again for being part of our community. We'll catch you on the flip side!

Warm regards,

[Your Name]

[Your Title]

[Event Organization]

[Event Website]

[Social Media Links]

 


 

Conclusion 

We've journeyed together through the crucial stages of event email marketing, unveiling 15 important emails for every pivotal moment in your event's lifecycle.

Remember, communication is the heartbeat of any successful event: It's not just about disseminating information; it's about creating an experience, a connection that resonates with your attendees long before and after the event. These templates are more than just words on a screen; they are tools to weave a narrative around your event, building anticipation, excitement, and a sense of community.

Embrace flexibility and creativity: While these templates provide a solid foundation, don't forget to infuse your own brand's voice and personal touch. Every event is unique, and your emails should reflect the distinct character and value of your gatherings. Adapt the language, tone, and content to align with your audience's expectations and your event's theme.

Action is key: Now that you have these templates at your disposal, the next step is to put them into action. Timing is crucial in email marketing, so plan your communication strategy carefully. Monitor the responses, tweak your approach based on feedback, and always be on the lookout for ways to enhance engagement.

Continuous improvement: After your event, take time to reflect on the effectiveness of your communication. Which emails received the most engagement? What feedback did you receive from attendees? Use these insights to refine your future strategies, ensuring that each event is more successful than the last.

We're here to help: Remember, this guide is just the beginning. Stay tuned for more resources, tips, and strategies to elevate your event planning and marketing efforts. Whether you're a seasoned pro or just starting out, we're here to support your journey towards creating unforgettable events.

Happy Planning!

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  • lavanya
    Lavanya

    Marketer by day, geek extraordinaire by night—You can often find me at gig nights or the philosophy sections of bookstores. In my free time, I usually got headphones on, lost in an audiobook or podcast while indulging in my latest hobby, aka hyperfixation du jour. I like to travel to make feline friends everywhere I go. Sometimes I write. Join me as I navigate through the event industry!

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