Planning an event may be difficult, especially when it comes to getting the headcount right.

Event reminder emails are effective in this situation because they allow people to confirm their participation and ensure they don't forget about it.

In this article, we present 6 event reminder email examples and templates to help you increase RSVPs and guest engagement. From subject lines to clear calls to action, we've got some tips to make your gatherings memorable.

Let's start!

What Is an Event Reminder Email?

An event reminder email is an email sent to people who have registered or shown interest in attending a future event. Its main purpose is to remind recipients of event specifics, such as the date, time, place, and other necessary preparations, so they don't forget or miss out.

When should you send it? Here are some use cases:

📆Conference or Seminar - Send a reminder to guests about the main speakers, and any duties or documents they should prepare in advance.

📆Workshop - Send out details about the objectives of the workshop and the supplies required, and mention any necessary preparations.

📆Webinar - Inform participants about the virtual meeting URL or the technical requirements.

📆Networking Event - Remind guests of the event's schedule and any networking opportunities available.

📆Charity Events - Keep donors and supporters aware of upcoming fundraising events, charity galas, and volunteer opportunities.

What Are the Benefits of Event Reminder Email?

Event reminder emails provide numerous benefits:

✨Increased attendance rates - If you provide timely reminders, you encourage participants to mark their calendars and prioritize the event, which leads to increased attendance rates.

✨Improved preparation - Providing event specifics in advance, such as timetables, presenters, and required documents, allows attendees to prepare properly, resulting in smoother interactions.

✨Positive brand image - Consistent and informative event reminders reflect professionalism, leaving guests with a favorable picture of your organization or brand.

✨Reduced no-shows - Reminders reduce the risk of no-shows by ensuring that participants remember event specifics and plan accordingly.

How To Write Event Reminder Email?

Here are quick 7 steps on how to write this type of email:

1. Write a clear subject line - You can quickly catch reader’s attention with a concise subject line.


2. Use friendly greetings - Begin with a warm and polite greeting to set a positive tone for the communication.


3. Emphasize event details - Remind recipients of the event's date, time, location, and any other relevant information.


4. Highlight key information - Emphasize important details such as main speakers, agenda points, or any special requirements if there are any.


5. Include call-to-action - Encourage recipients to take action, such as confirming their presence or completing a pre-event survey.


6. Provide contact information - Provide reaching-out details for any queries or issues to encourage open conversation.


7. Close email - Finish your email with a friendly closing and signature.


6 Event Reminder Email Examples & Templates

Example 1: Event Reminder Email For a Conference

“Subject: Upcoming Conference on June 27th

Hi Jessica,

I hope this email finds you well! We wanted to remind you about the upcoming conference scheduled for June 27th in New Jersey. We're excited to have you join us for what promises to be an insightful event!

Here's a sneak peek at the agenda for the two-day conference:

Day 1:

Speaker 1: David Smith

Topic: Advanced SEO Techniques

Speaker 2: Rachel Brown

Topic: Content Marketing Strategies for SEO Success

Day 2:

Speaker 1: Michael Johnson

Topic: The Power of Keywords

Speaker 2: Emily Nguyen

Topic: Building Backlinks for SEO Optimization

To ensure we have everything prepared for your attendance, please respond to this email by May 30. If you have any questions or need further assistance, feel free to reach out to us.

Looking forward to seeing you at the conference!

Best regards,

[Your Name]”

Why is this a good example?

✅The email provides a full schedule for the three-day conference, giving recipients a clear idea of what to expect each day.

✅The message clearly indicates the conference's date (June 27th) and location (New Jersey). This reduces uncertainty and provides attendees with crucial information.

✅With a clear call-to-action, recipients can confirm their participation by simply responding to the email.

Example 2: Event Reminder Email For a Webinar

“Subject: 5 Days Left Until Our Marketing Webinar 

Hi Peter,

We hope you're doing well! We wanted to remind you that our marketing webinar is just around the corner, with only 5 days left until the big day! Here's what you can expect to gain from it:
  • Gain insights into the latest changes in the marketing industry
  • Learn strategies to adapt to market trends
  • Discover innovative techniques to improve your marketing efforts
  • Explore opportunities for networking and collaboration
To join the webinar, simply click on the link below:

[Webinar Link]

We've also prepared a helpful worksheet to accompany the webinar, which you can access here:

[Worksheet Link]

Don't forget to take a quick glance at the worksheet beforehand! It's designed to help you get the most out of the webinar and feel free to jot down any questions you may have during the session.

Looking forward to seeing you at the webinar and discussing the exciting developments in the marketing industry together!

Best regards,

[Your Name]”

Why is this a good example?

✅It gives all of the relevant information in a concise way, ensuring that the receiver is well-informed about the approaching webinar.

✅Emphasizes the advantages of attending the webinar, giving the receivers a clear picture of what they can gain.

Includes links to both the webinar and the associated worksheet, making it simple for the receiver to access the required documents.

Example 3: Event Reminder Email For a Networking Event

“Subject: Reminder: Networking Event Tomorrow!

Dear Amelia,

I hope this email finds you well. 

I wanted to remind you about our upcoming networking event scheduled for tomorrow. It's an excellent opportunity to expand your professional network and gain valuable insights from industry experts.

Here are the event details:

Date: April 8th

Time: 6:00 PM - 8:00 PM

Location: City Center Conference Hall, 123 Main Street, Anytown, USA

Make sure to bring business cards to exchange with other guests.

Refreshments will be provided.

We look forward to your participation and seeing you there.

Best regards,

[Your Name]”

Why is this a good example?

✅It includes a reminder for attendees to bring business cards to exchange with other participants.

✅The email provides precise details about the event, including the date (April 8th), time (6:00 PM - 8:00 PM), and location (City Center Conference Hall, 123 Main Street, Anytown, USA). 

Example 4: Event Reminder Email For Training Session

“Reminder: Training Session on Google Ads Bidding Strategies

Dear Team,

I hope this email finds you well. I wanted to remind you about our upcoming training session on Google Ads Bidding Strategies, which is scheduled to start in 14 days. We're excited to announce that our CEO, Olivia Williams, who brings over 7 years of experience in the field, will be leading this four-day session.

Here's a brief agenda for each day:

Day 1:

Introduction to Google Ads Bidding

Understanding Auctions and Bid Types

Day 2:

Advanced Bidding Strategies

Optimizing Bids for Maximum ROI

Day 3:

Budget Management and Bid Adjustments

Ad Positioning Strategies

Day 4:

Case Studies and Best Practices

Q&A Session with Olivia Williams

The training session will be an invaluable opportunity for us to improve our skills and knowledge in Google Ads bidding. To ensure that your questions are addressed during the session, please submit them through this [link] by April 25.

We look forward to your active participation and engagement in the training session.

Best regards,

[Your Name]”

Why is this a good example?

✅Highlights the CEO's competence, which increases the credibility of the training.

Clearly explains the training topics.

✅Encourages engagement by asking participants to submit questions.

Example 5: Event Reminder Email For a Teambuilding

“Reminder: Team Building Event in One Month!

Hi Team,

We hope you're doing well! We wanted to remind you about our upcoming team building event planned to take place in one month. We're excited to announce that it will last for three days and will be held at the Lakeside Resort in the beautiful countryside.

Here are some details for your reference:

Date: June 25, 2024

Location: Lakeside Resort

Accommodation: Cozy cabins by the lake

Transportation: Comfortable coach buses will be arranged for our travel to and from the resort

To help us make necessary arrangements, please confirm your attendance by May 20th by replying to this email.

We're looking forward to spending three unforgettable days together, strengthening our team bonds, and creating lasting memories!

Best regards,

[Your Name]”

Why is this a good example?

✅The email includes information on the accommodations, transportation, and location. This level of detail allows participants to imagine the event and know what to expect.

✅The email is sent a month in advance, giving the team enough time to plan and prepare for the event, which increases participation rates.

✅The email contains a clear call to action, asking team members to confirm their participation.

Example 6: Event Reminder Email For a Charity Gala

“Subject: Reminder: Charity Gala Tomorrow!

Dear Edward,

We hope this email finds you well. We wanted to send you a quick reminder about tomorrow evening's charity gala.

Here are the event details:

Date: May 15th, 2024

Time: 6:00 PM - 9:00 PM

Location: Grand Oak Manor, 123 Charity Avenue, Anytown, USA

We have an exciting lineup of activities planned, including live music, auctions, and inspiring guest speakers. Your presence at the event will significantly enhance our efforts to provide quality education to underprivileged children.

Please remember to bring your tickets and any additional donations you'd like to contribute. Together, we can empower the next generation through education.

If you have any questions or need further assistance, feel free to reach out to us at [email protected] or call us at (555) 123-4567.

Thank you once again for your generosity and support. We look forward to seeing you tomorrow at the gala!

Best regards,

James Brown

Event Coordinator

Charity Foundation”

Why is this a good example?

✅The email expresses gratitude for the recipients' support and highlights the importance of their participation.

✅It provides specific information about the event.

To Wrap Up

Reminding your audience about an event is just as important as initially informing them about it.

It's crucial to share all the necessary information and show the event's benefits to attract participants. To make that task easier, you can choose one of the examples from this article and adapt it to your needs. You can also write your email in a few minutes using TextCortex 😏👇

How Text Cortex Helps You Write an Event Reminder Email?

TextCortex is an AI tool that can simplify multiple tasks, including email writing.

It has an extensive list of features designed to improve your writing abilities. This tool easily leads you through the writing process, from start to finish.

With Textcortex, you can:

⚡Create an email from just 3 bullet points.

⚡Correct any grammatical and typo errors.

Expand brief sentences into full paragraphs.

⚡Edit, rewrite, or paraphrase text.

⚡Adjust the tone of your voice according to your needs with the tone changer.

⚡Store all your files in one place with Knowledge Base.

⚡Generate and translate your emails into over 25 languages.

⚡Write an email directly from your browser without the need for tab-switching.

You see? Crafting emails doesn't have to be boring and time-consuming.

Sign up today and give it a try!

Keep Learning

How To Write A Rejection Email

How To Write A Thank You Email After Interview