You’ve put together a fantastic event. Everything is ready to go, you just need to make sure that all those attendees actually show up. You’ve not only got to remind them, you need to keep the energy going so that they still really want to show up.
That’s where a truly effective event reminder email comes in—and you’ve got to get it just right. So today we’re going to cover all the essentials, from what makes an event reminder email great, to examples, and tools you can use to make the whole process easier and more effective.
What is an Event Reminder Email?
An event reminder email is the follow up to your event invitation email. It gets sent before an event to confirm attendance, inspire an RSVP, provide key details, and keep the event top-of-mind for your audience. It’s usually delivered in the days—or even hours—leading up to an event and can be sent for both virtual and in-person gatherings.
Reminder emails can include the event name, date, time, location, a calendar link, and any last-minute updates or instructions. They can also act as re-engagement emails by intriguing less-engaged subscribers back into the loop. Lastly, they can serve to reinforce the value of attending and build excitement.
Why Send Event Reminder Emails?
To remind people, of course—to sign up or simply attend. Because the reality is that even the most enthusiastic RSVP can turn into a no-show if the event slips their mind or they lose motivation. That’s where friendly event reminder emails shine. With the right timing and tone, they not only increase attendance, they help set the tone for a seamless, well-run event.
Beyond that, a great reminder email reinforces your brand voice, shows your audience you’re organized, and creates one more moment of connection before showtime. They are just one more way you can leverage email marketing to drive business and build connections with your audience.
What Makes Event Reminder Emails Get Opened?
An event reminder might look simple, but getting someone to open your email involves a mix of timing, curiosity, and emotional cues. At its core, it’s about tapping into human behavior—our tendency to respond to urgency, our fear of missing out, and our desire to stay in the loop. The most effective reminder emails don’t just inform; they nudge people toward action by making the event feel timely, relevant, and worth their attention.
The psychology behind it is subtle but powerful. When an email feels personal or makes the recipient think “I don’t want to miss this,” it’s far more likely to get opened. In the next section, we’ll break down the specific tactics that bring this psychology to life, so your reminders don’t just land in inboxes, they get results.
How to Create Effective Event Email Reminders
Now that we’ve covered the “what” and “why” behind sending an event reminder, it’s time to dive into how to write your emails. From subject lines that demand attention to practical resources that help your emails go off without a hitch (and hopefully your events too!), the following tips will set you up for success. We’ll also share examples so you can see these strategies in action—and start writing emails that truly work.
1. Use Urgency and Scarcity
Creating a sense of urgency or scarcity is a go-to when it comes to email marketing tips, and it’s no different when it comes to event reminders. Phrases like “limited spots available,” “last chance to register,” or countdown timers add pressure without feeling pushy. These triggers tap into our natural aversion to missing out on opportunities, making recipients more likely to open your email and confirm their attendance before it’s too late.
In the following event reminder email example, scarcity and urgency are used by mentioning that only five spots are left, and that the event is only three weeks away. After providing easy-to-see event details, and a clear sign-up button, the sender could also reinforce the enticing reasons to join the event, like noteworthy presenters, swag bags, and so on.
2. Tap into FOMO
Fear of missing out (FOMO) is a powerful emotional driver. Use social proof like attendee testimonials, share highlights of what they’ll miss if they don’t attend, or spotlight popular speakers and unique experiences. When people see that others value the event and fear being left out, they’re more likely to prioritize attending, and that’s exactly what your reminder emails should inspire.
The below example builds FOMO in a bunch of ways. It teases networking and impressive speakers, networking opportunities, and giveaways like swag bags and a contest. Plus, it includes testimonials as proof of what you’ll miss out on.
3. Personalize Your Message
Personalization goes beyond just adding a recipient’s name. Customize your reminder emails based on audience segments, whether that’s past attendees, VIP guests, or registrants for specific sessions. When your message feels relevant and speaks directly to their interests or history with your events, people are more likely to engage with your emails and take action.
In the below event reminder email example, the sender uses personalization not only by addressing the recipient by name, but by referencing a past event they attended. This makes the message feel more friendly, personal, and relevant, making it more likely that the invitee will sign up. Easy-to-find details, and a clear sign-up make registration an even easier choice.
4. Write a Catchy Subject Line
Your subject line is the first thing recipients see—make it count. The best email subject lines for this are short, specific, and time-sensitive to create urgency. Adding a touch of curiosity can also drive opens, but clarity is key. Examples like “Ready for tomorrow’s webinar?” or “Last chance to join Friday’s event!” tell readers exactly what to expect and why they should open now.
The below example uses a play on words to encourage sign up before it closes. It’s fun and casual, and inspires a click to sign up.
5. Keep the Design Clear and Clickable
Once your email is opened, a clean design guides readers smoothly to your call to action. Use a clear visual hierarchy with bold headings and to-the-point text. Include clickable, effective calls to action so recipients can RSVP or add the event to their calendar with ease. Don’t forget to optimize for mobile devices, as most people check emails on their phones, so your message should look great and be easy to navigate anywhere.
With SiteGround’s email marketing tools, your campaigns are optimized for both mobile and desktop, so every message looks polished on any device. Built-in responsive templates and fast-loading designs help you deliver clear, clickable emails that encourage engagement and make it easy for recipients to respond.
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The below example keeps it extra clear and simple by including the date, time, and location, plus a super easy and obvious way to add to the recipient’s calendar. Even better, they made the email extra friendly with personalization.
6. Send at the Right Time
Timing is everything when it comes to event reminder emails. Send your message too early, and it risks getting forgotten; send it too late, and your audience might have already made other plans.
While it will depend on the type of event (is it in-person? Virtual? Local? Or in a far-off place?), it’s generally best practice to send a reminder email a week before the event, and then again the day before. This way, the event is fresh in participants’ minds and also gives them enough time to prepare or still RSVP.
While it might seem obvious to send an event reminder email a week or a day in advance, it can even be helpful to send a last-minute reminder if your event is virtual. Because how often have you found yourself scrambling five minutes before a virtual event, hunting for the login details? The email sample above does just this, making it extra easy for people to join the event upon receiving the reminder email.
7. Harness Email Automation
Email automation takes the hassle out of managing event reminders by scheduling and sending messages automatically based on triggers you set. Whether it’s a series of countdown emails leading up to the event or follow-ups post-event, automation keeps your audience engaged without extra manual effort.
If you’re looking for a reliable solution, SiteGround Email Marketing offers incredibly effective and user-friendly automation along with easy-to-use tools, robust deliverability, and handy and attractive templates. It’s an excellent choice to streamline your event email campaigns while keeping your attendees informed and excited every step of the way.
8. Leverage AI to Enhance Your Event Reminders
Artificial intelligence is often a great resource for crafting and optimizing event reminder emails. That’s because AI-powered tools can help you generate compelling subject lines, write clear and engaging content, and suggest the best times to send your emails for maximum impact.
For example, built in to SiteGround’s Email Marketing is an email-optimized AI editor that can help you craft your emails and subject lines on the fly—and make the whole process a lot easier.
You can also ask AI, such as ChatGPT, to analyze past campaign data to identify patterns and recommend improvements, making your reminders smarter and more effective over time.
By incorporating AI into your email strategy, you save time, reduce guesswork, and increase the chances that your reminders get opened, read, and acted upon.
9. Use A/B Testing to Optimize Your Emails
A/B testing is the easiest and most effective way to discover what resonates best with your audience. By sending two variations of your event reminder email—differing in one key element like the subject line, call to action, or send time. When you track your email marketing metrics, you can see which version drives more opens, clicks, and RSVPs.
For example, you might test a subject line focused on urgency against one that’s more curiosity-inducing, or compare a reminder sent in the morning versus the afternoon. The insights you gain from these experiments allow you to refine your messaging, design, and timing to maximize engagement.
Regularly running A/B tests is a great way to create emails that continually improve, helping you to not only improve your event participation, but also improve your email outreach across the board.
Send Your Event Reminder Emails and Build Attendance
An event reminder email might seem like a small step, but it holds a surprising amount of power to turn tentative RSVPs into eager attendees. Timing your sends just right, tapping into FOMO, and keeping your design clean and clickable are all great ways to make your audience feel informed, excited, and ready to show up—without overwhelming them.
And when you’re ready to bring your email game to the next level, SiteGround Email Marketing has your back. Its easy-to-use platform offers sleek, mobile-optimized templates, handy automation tools, and built-in AI features to help you create polished, effective campaigns. Check out SiteGround Email Marketing and see how simple it can be to keep your events top of mind and your inbox full of enthusiastic responses.
