Hands up, who wants to spend weeks and months planning for their upcoming event only to have a low turnout? Nope, I didn’t think so.
Sending event email campaigns to invite, remind, and keep your guests up-to-date on event details is the best way to prevent an incident like this from happening. Event email templates can help you achieve your campaign goals quickly.
How?
Event email templates:
- Reduce your writing time
- Make your future events email marketing communication more efficient
- Reduce email marketing campaign costs
In this blog post, you will discover:
- How to craft effective event invitation emails
- Essential elements of an effective event invitation email
- Tools and resources for crafting an event invitation email
- Best practices for sending event invitation emails
- Event email marketing campaign best practices
- Event invitation email examples and events email templates
Let’s get started!
Table of Contents
How to Use These Event Email Templates
Before we look at the event templates, here is how to use them effectively for your upcoming event email.
- Choose an HTML email template that fits your needs. EngageBay offers many readily available event email templates that enhance your email marketing strategy—the best part is that no coding skills are required.
- Personalize the template with your brand’s logo, colors, and fonts. Add your unique text and images to make it yours using the email editor.
- Before sending, preview the email to ensure everything looks perfect. Send a test email to yourself or a colleague to catch any last-minute errors.
- Once satisfied, send your email to your client list. You can use our email tracking features to monitor open rates, clicks, and responses to measure engagement.
- By following these steps, you’ll ensure your emails are professional, engaging, and effective.
- Automate your email marketing efforts by setting up pre-planned flows triggered by your visitor’s actions.
What Are Event Email Templates?
An event email template is a pre-designed email format for communicating with potential attendees or participants about an upcoming event you’re hosting.
A typical event invitation email includes key details such as the date, time, event venue, agenda, and registration information. An event email gives your email recipients details about the event and convinces them to attend it. A successful event email should include the following key components:
- Catchy subject line
- Clear and engaging content
- Eye-catching design
- Strong call-to-action
- All the key details and logistics
- Social proof from past events
- Easy registration process and relevant links
- Follow-up information
In the following sections, we will discuss some of these components to help you quickly write your event email templates.
Enhance Your Email Marketing
Create excitement for your event with our beautifully crafted, easy-to-customize event email templates! Simply add your brand’s images, headings, and CTAs, and send engaging, professional event emails in minutes!
Effective Event Email Templates and Examples
Here are some effective event email templates and examples to fuel your creativity for your next campaign.
Conference invitation email
Whether you’re organizing an online or a physical conference, building awareness and providing essential details to potential attendees is crucial. Email marketing is a powerful tool for reaching out to your target audience, offering them the information they need to make informed decisions, and ensuring they are well-prepared for the event.
Let’s analyze this event invitation email example below and discuss the positives and areas for improvement.
What they did well
- Great design: Black text on a white background makes the email body easy to read. They also use a bold font style and size. Additionally, the colors used are consistent with the company’s brand.
- Clear email content: The email content is clear and direct. It tells the email recipient precisely what they must do to participate in the event.
- Includes social proof: The email contains a link to the YouTube channel, where recipients can check out past programs. This can increase the recipient’s interest and chances of registration.
- Clear CTA: Using the phrase “participation opportunities” and the red line under it increases the chance of an email recipient clicking on it and registering for the event.
Areas for improvement
- More defined CTA: While the CTA is clear, it can be easily missed. A distinct button would increase the chances of an email recipient clicking on the link.
- It could be better personalized: “Howdy pardner” is a genetic greeting. Including the name of the email recipient makes the email feel more personal and enhances the chance that they will click on the registration link.
Event invitation email template
Feel free to update this email template with your event details and use.
| Subject Line: [First Name], Join Us at the 2024 Aesthetic Excellence Conference! |
| Dear [Recipient’s Name],
We are thrilled to invite you to the 2024 Aesthetic Excellence Conference, a premier event designed to empower aestheticians with the latest techniques, trends, and innovations in the industry. Join us for a transformative experience that will elevate your practice and expand your professional network. 🗓 Date: October 15-16, 2024 What’s in Store:
Why Attend? 🎟 Register Now and Save Your Spot! Register Now Testimonials from Last Year’s Conference:
We can’t wait to see you there! Best regards, |
Look at this graphic event invitation email template from EngageBay’s email library.
Check out EngageBay’s free email template library for more templates to promote your upcoming events, create excitement, and motivate attendees to show up.
Webinar reminder email
Webinars are more than just online lectures; they’re powerful tools for nurturing your sales funnel and re-engaging cold customers. However, getting your audience to attend an upcoming webinar can be challenging. That’s why meeting reminder emails are important to boost attendance for your upcoming virtual or in-person event and turn passive leads into active participants.
Webinar reminder email template
| Subject Line: [First Name], Join Us Live at [Event Name] |
| Dear [Recipient’s Name],
We’re going live in just a few hours, and we don’t want you to miss out! Join us for our exclusive online webinar on “Mastering the Art of Craft Beer Brewing.” 🗓 Date: August 30, 2024 What You’ll Learn:
Why Attend? 🎟 Join Us Now – It’s Not Too Late! Join the Webinar Event Details:
What Past Attendees Are Saying:
We look forward to seeing you there, [Recipient’s Name]! Cheers, |
Take a look at this graphic email template:
Drip campaign event reminder email template
You can increase event attendance by sending targeted emails to remind attendees and encourage them to confirm attendance. Here is a drip campaign event reminder email template that you can steal.
Email 1: Initial reminder (Send a week before the event)
| Subject Line: Don’t Miss Out! Your [Event Name] is Coming Soon |
| Hi [Recipient Name],
We’re excited to remind you that [Event Name] is just a week away! Get ready for [Brief description of event highlights or key speakers]. To ensure you don’t miss a thing, please double-check your event details and RSVP if you haven’t already. See you there! Best regards, [Your Name] [Your Organization] |
Email 2: Final reminder (Send the day before the event)
| Subject Line: Last Chance to RSVP for [Event Name] |
| Hi [Recipient Name],
This is your final reminder for [Event Name] tomorrow! We’re looking forward to seeing you there. If you haven’t already, please RSVP to confirm your attendance. [Include any last-minute details or reminders, such as parking instructions or dress code] See you tomorrow! Best regards, [Your Name] [Your Organization] |
Email 3: Post-event follow-up (Send a few days after the event)
| Subject Line: Thank You for Attending [Event Name] |
| Hi [Recipient Name],
We hope you had a wonderful time at [Event Name]! We’d love to hear your thoughts on the event. Please take a moment to share your feedback: [Link to feedback form] Thank you again for your participation. Best regards, [Your Name] [Your Organization] |
Set up your drip campaigns on EngageBay email automation software in easy steps and send multiple emails triggered by users’ actions without clicking the send button.
Product launch event email
Product launch events are a great way to create awareness about a new product you have just released. It is also a great way to educate your customers on the new product’s features and the value it can add to their lives.
Sending out invitation emails for your product launch is a great option if you are considering a low-cost but effective event marketing channel. However, it can get tricky. Let’s analyze the product launch email invitation below before we look at the templates.
What they did well
- Visual appeal: The email is visually striking and has a strong thematic design that reflects the tone and culture of the event. Secondly, the bold image of the motorcycle and the orange and black color scheme create an exciting and edgy vibe, which likely resonates with the target audience.
- Incentives to attend: The email mentions specific incentives, such as a CX1 giveaway, door prizes, and “cheap drinks,” which add value and encourage attendance.
- Strong call-to-action (CTA): The CTA button “LEARN HOW TO ENTER” is prominently displayed and easy to find, making it clear what the recipient should do next. Its placement right after the motorcycle image ensures it catches the recipient’s attention.
Area for improvement
- Lack of personalization: The email could benefit from personalization, such as addressing the recipient by name in the greeting or subject line. This is because personalization can increase engagement and make the recipient feel more valued.
Product launch email invitation template
| Subject Line: [First Name], Be the First to Discover Our New Sneakers! |
| Dear [Recipient’s Name],
We’re thrilled to invite you to the exclusive launch of our latest sneaker collection, designed to 🗓 Date: September 15, 2024 Why You Should Attend:
🎟 RSVP Now – Space is Limited! RSVP to the Launch Event Event Details:
What Sneaker Lovers Are Saying:
We can’t wait to unveil our new collection and share this special evening with you, [Recipient’s Name]! Best regards, |
Are you planning a product launch soon? Here is a graphic template you can steal.
Love this template? Visit the EngageBay template page and get access to hundreds of email templates at the click of a button.
RSVP confirmation email
An RSVP confirmation email acknowledges receipt of a guest’s response to an event invitation. It also confirms their attendance and provides any necessary details or instructions for the event. Thirdly, it helps manage guest lists and ensures attendees have the required information.
We have analyzed a sample RSVP confirmation email to help you write the best one. We discussed the email’s positive aspects and areas for improvement.
What they did well
- Great design: The email layout is well-organized, with concise paragraphs that enhance readability. The blue text against the white background ensures the content is easy to read.
- Clear CTA: The call-to-action button is prominently designed, making it highly visible and increasing the likelihood of clicks from recipients.
- Event details: The email provides the date and time of the event.
Area for improvement
- Additional details: The email could benefit from adding extra information about the event. This way, the recipient knows what to expect at the event and can better plan for it.
RSVP confirmation email template
Here is an email template that you can quickly edit and put to use the next time you have to send an RSVP confirmation email:
| Subject Line: [First Name], Your RSVP Confirmed for Save Sea Turtle Event! |
| Dear [First Name],
Thank you for RSVP’ing to our exclusive event dedicated to saving sea turtles from plastic waste! We’re thrilled to have you join us for this important cause. Event Details: Date: [Event Date] Your participation plays a vital role in our mission to protect sea turtles and their habitats. We’ve planned an engaging evening with inspiring talks, special guests, and opportunities to contribute directly to our efforts. Please feel free to reach out if you have any questions or need additional information. We look forward to seeing you there and making a difference together! Warm regards, [Your Name] P.S. Please let us know if you need to update your RSVP or require any special accommodations. |
Read more: How to Craft Flawless Email Templates
Benefits of Using Event Email Templates
If you are still on the fence about incorporating email templates into your event marketing campaigns, here are some great reasons why you need them for your next event:
Consistent messaging and branding
In today’s world, branding plays a significant role in customers’ perception of a business and which businesses they buy from.
Furthermore, over 80% of consumers consider trust essential when buying from a brand. So, branding elements like design, logos, and messaging are critical to improving trust. As such, a brand needs to keep its design and message consistent across all channels to ensure customers recognize and trust the brand.
Using email templates ensures that your brand messaging doesn’t change and that your email designs use elements that make it easy for recipients to identify your brand. With email templates, you appear professional and trustworthy.
Streamlines event communication
If you have ever planned a corporate event, you know that it can be tedious.
There are so many parts that you have to consider, and it can soon become overwhelming. Using email templates as part of your event marketing campaign helps reduce the workload. With email templates, you can standardize your email writing process, ensuring that regardless of the event or the team member working on it, you have a branded email format that recipients can easily recognize.
Templates also allow quick updates to event details, such as dates, times, and locations.
Changes can be made once in the template and reflected across all related communications, saving time and reducing the risk of errors. With email templates, you can reduce work time and ensure a quicker and more efficient output without losing brand standards.
Enhances attendees experience and engagement
A well-written email template is a great way to ensure that your event email campaigns consistently enhance recipient engagement with your emails and also have a great experience when they attend your event.
Email templates ensure consistent personalization of emails, which can increase open and conversion rates. A proper email template incorporates interactive elements like polls, surveys, or countdown timers in your emails, which can help boost engagement.
Furthermore, an appropriate email template helps to provide transparent information about the event. This helps attendees to set expectations for the event and have a wholesome experience at the event.
Read more: Get More Customers With Referral Email Templates
Essential Elements of an Event Email Template
Writing an effective event email template requires mastering the following important elements.
Subject line
They say first impressions matter the most. This is particularly true of email subject lines, which are the first thing an email recipient sees when they receive your email. The average person receives about 120 emails daily and would most likely not open between 60% and 80%.
What’s the difference between emails that get opened and those that aren’t?
To a large extent, the quality of the subject line.
According to research carried out by SuperOffice in 2021, more than one-third of email recipients open emails based on the subject line. While your email subject line can make or mar your campaign, it can also make it.
Almost 70% of email recipients report emails as spam based on the subject line alone (Invesp, 2021)
Now that you know the importance of an email subject line, let us discuss
How to write a great email subject line
- Keep it short and sweet: Regarding email subject lines, it’s best to cut to the chase and tell the recipient exactly what to expect when they open the email. Aim for 45-55 characters to ensure your message is obvious on most devices.
- Add a personal touch: adding a personal touch to your email, such as the recipient’s name, makes the invitation more personal. A personalized email subject line increases the email open rate by 26%.
- Create a sense of urgency: Phrases like “Limited time offer,” “Last chance,” or “Exclusive access” can create a sense of urgency, prompting recipients to open the email sooner.
- Avoid spam triggers: Avoid words and symbols that could flag your email as spam, such as “Free,” “100%,” excessive punctuation, or all caps.
Event details
Your event email should always include information about the event’s Date, time, and location. It should also include all the information that event attendees need to know to have a great experience. This includes information about speakers at the event, fees, products, activities, parking spaces, logistics, etc.
When you include all the necessary information, irrespective of the type of email campaign, your attendees are more prepared to participate in all the activities and have a more fulfilling time at the event. When crafting an invite email, put yourself in the attendees’ shoes and estimate all the critical information they need to plan for the event.
Visuals and design
Email times are faster than text design, and visuals are more than aesthetic considerations; they are also elements of branding and contribute in no small measure to the success of your event email campaign. Research shows that humans can process email visuals 60,000 faster than text and also find them easier to remember. Therefore, using high-resolution images goes a long way to making your emails more appealing and memorable.
Your email design elements, such as colors, fonts, and logos, are essential for maintaining a consistent brand image. Using a consistent design across various channels makes your brand easily identifiable, memorable, professional, and trustworthy.
Furthermore, your email design can significantly affect the conversion rate of your email. A straightforward email design should group texts into concise paragraphs and also highlight CTAs to make it easier for email recipients to take action.
Finally, an email design should be responsive and display properly on different devices. Email responsiveness plays a large part in the success of your event email marketing. Today, almost 2 billion people–the equivalent of over 70% of email users–use mobile phones to read their emails. An email design not optimized for mobile phone users will alienate many and increase the risk of an email campaign failure.
Tips for crafting your event email templates
Follow these tips to craft great email templates for your next event invitation campaigns.
Study your audience
You must know who you’re addressing before designing your email. Tailor your content to match the interests and needs of your target audience. Understanding your audience will help you write emails that resonate and drive engagement.
Turn heads with the subject line
The subject line is your first impression and a critical factor in determining whether your email gets opened. Make it engaging and relevant, giving a clear idea of what to expect. For instance, “Exclusive Sneak Peek: Don’t Miss Our Big Event!” or “You’re Invited: Join Us for an Unforgettable Experience!”
Personalize your content
Personalization goes beyond just adding the recipient’s name. Reference past interactions or preferences to make your email feel tailored and specific. This approach enhances engagement and makes recipients feel valued.
Be clear and concise
Your email should convey the essential details of the event—what, when, where, and why—right from the start. Avoid fluff and reach the point, ensuring recipients quickly understand the event’s value and benefits.
Use eye-catching designs
Visual appeal matters. Utilize a clean, visually appealing design that aligns with your brand. Incorporate high-quality images, consistent colors, and clear fonts to capture attention and enhance readability.
Include a strong call-to-action
Your email should feature prominent, action-oriented CTAs. Phrases like “Register Now” or “Save Your Spot” should stand out and guide recipients on what to do next. A well-placed, bold CTA button can significantly boost conversion rates.
Provide key event details
Ensure your email includes all necessary information, such as the date, time, location, and special instructions. The more information you provide, the better prepared your attendees will be, which can increase attendance and satisfaction.
Add social proof
Incorporating testimonials or success stories from previous events can build credibility and generate interest. Social proof helps reassure potential attendees that your event is worth their time.
Streamline registration
Include a direct link to the registration page to make it easy for recipients to register or RSVP. A straightforward registration process can reduce friction and encourage more sign-ups.
Test and optimize
Regularly test different elements of your email templates to see what works best. Experiment with subject lines, CTAs, designs, and content variations. Use A/B testing to compare results and identify what resonates most with your audience. Applying these tips lets you create event email templates that grab attention, drive action, and ensure your event’s success.
Read more: 30+ Business Email Templates To Level Up Your Email Marketing
Tools for Creating Event Email Templates
Creating stunning, effective email templates can be cumbersome. To streamline the process and improve your event email templates, consider using the following tools:
EngageBay
EngageBay is a tool that combines sales, marketing, and CRM to help you manage your customers from the first phase of the sales funnel until the last.
It offers competitive prices that are perfect for small businesses with limited budgets. For those looking for the ideal tool to create high-conversion event email templates, EngageBay is the final stop. Over 1,000 email designs are grouped into various categories to ensure easy access. Additionally, it has an easy-to-use, no-code editor that makes email template customization as easy as ABC.
Features
- Email marketing
- Marketing automation
- Landing page builder
- CRM & sales automation
- Helpdesk & live chat
Pricing
A free plan is available. Paid plans start at $11.04/month.
Canva
Ideal for designing eye-catching visuals and email headers, Canva provides a range of templates and design elements to enhance your event emails. Its drag-and-drop functionality makes it easy to create professional designs even if you’re not a graphic designer.
Mailchimp
Known for its robust email marketing features, Mailchimp offers customizable email templates and automation tools. You can use it to craft, schedule, and track your event emails, ensuring effective communication with your audience.
Read more: Appointment Confirmation Email Templates to Remind Customers
Best Practices for Sending Event Emails
While the quality of an email plays a large part in the success of event email marketing, the way you send the email also matters. Here are three best practices to improve the success of your email campaign:
Timing
What is an excellent email if the recipients do not see it?
Without proper timing, all the effort you put into writing a great email will be wasted. Your email recipients will most likely not see the email, and it will go lower down the email app, never to be opened again. To avoid this, send emails when your recipients would generally check their emails.
When is the best time for sending emails?
This depends mainly on your specific audience demographics. Therefore, it is best to do your research before sending that email. However, Wednesdays and Thursdays between 9-11 a.m. and 1-2 p.m. are good times to send your emails. You can consider sending them around when you’re just starting, but as you gather data, it is always safer to rely on the analytics.
Once you know the best time to send the email, the next step is to schedule it to go out exactly when needed. When planning an email, remember to consider time zones. This may sound simple, but many email campaigns have failed because of this error.
Follow up
Follow-up emails are important for reminding your email recipients about the event. They are often sent to recipients interested in the event, such as those who register or even open the email.
For your follow-up emails to be effective, they must be timely and well-written. These days, email marketers prefer to automate their follow-up emails through drip marketing campaigns.
With drip emails, you can send emails to recipients based on specific triggers, such as registering for an event, clicking a CTA, opening an email, etc. Drip marketing ensures that email recipients who have shown interest are reached with timely reminders, which can ultimately increase their chance of attendance.
Track engagement
The success of email marketing hinges on adaptability. When planning your email marketing campaign, set key performance indicators (KPIs) to measure its success. Regularly monitoring these KPIs helps identify areas that need improvement.
Experiment with different elements of your email templates, such as design, CTAs, and subject lines, to determine which variations drive higher conversions for your next event. Implement A/B testing to compare different email elements and analyze the results to find what works best.
Ultimately, the effectiveness of your email campaign depends on how well you adapt based on the analytics.
Conclusion
The event industry is fast-paced, with millions of events happening each year, so event marketers are always looking for ways to launch successful email campaigns to promote their upcoming events.
Email marketing is a powerful tool for boosting attendance for forthcoming occasions such as an awards ceremony, virtual events, or corporate events. Yet, crafting an event email can often be complex and time-consuming, which is where the event email templates we have discussed in this blog post come in.
These templates simplify the process and ensure your brand’s identity and messaging are consistent.
EngageBay’s email automation platform is a powerful tool for streamlining event email communication. You can send multiple emails without clicking the send button, freeing up time for more activities. By creating drip campaigns in easy steps, you can automate sending targeted emails to your invitees, from initial welcome messages to post-event follow-ups.
This ensures that your audience receives timely and relevant information at each stage of the event lifecycle.
Frequently Asked Questions
What should be included in an event email template?
An event email template should include key information about the event and elements that capture attention.
Start with an engaging subject line to entice recipients to open the email. Clearly state the event’s purpose, date, and time, and capture the event highlights. Include a brief, engaging description of what attendees can expect, and create urgency with a strong and clear call-to-action button for RSVPs or ticket purchases.
Adding a personal touch, such as a custom greeting or tailored content, can also enhance the email’s impact.
How can I personalize event emails for different audiences?
Personalizing event emails involves tailoring the content to different segments of your audience to make the message more relevant and engaging.
Start segmenting your email list based on past interactions, interests, or demographics. Craft different email versions that address each group’s specific needs or preferences. Use personalized greetings and mention relevant details that resonate with each segment.
For instance, highlight aspects of the event that align with their past behavior or preferences. Personalized content grabs attention and increases the likelihood of a positive response.
What are common mistakes to avoid in event emails?
Avoid overly complex or lengthy content that may deter recipients from reading the entire email.
It’s also best practice to have a clear subject line that draws the reader’s attention. Additionally, ensure your email is responsive and looks good on all devices.
Lastly, neglecting personalization can result in generic messages that fail to engage or resonate with recipients.
How can I use visuals to make my event emails more engaging?
Using visuals in your email invitations can enhance engagement by making the content more appealing and memorable.
Incorporate high-quality images or graphics related to the event, such as photos of the venue or promotional banners. Use eye-catching design elements to highlight important details and draw attention to your call-to-action buttons.
Including a video of past keynote speeches or teasers can also effectively capture the recipient’s interest. Ensure that visuals are well-integrated with the email’s overall design and complement the text.
