7 ideas for emails to send to your event’s attendees

7 ideas for emails to send to your event’s attendees

New means of communication may be emerging, but email remains one of the most suitable channels for communicating with your attendees. However, it can sometimes be difficult to choose which type of email to send and what message to include. Above all, you must do as much as possible to stand out among all the emails your attendees receive. There’s a golden rule that applies here: your emails must be concise and convincing.

Hundreds of organisers send thousands of emails every day with our events-tailored emailing solution. From this data, we’ve come up with 7 ideas for emails to send to your attendees to ensure optimal communication before, during and after your event.

Summary

  1. Announcement of scheduling and new features
  2. Opening of the ticketing service
  3. Confirmation of purchase or registration
  4. Depletion of pre-sale stock
  5. Last-minute reminders and information
  6. Acknowledgements and satisfaction survey
  7. Cancellation or postponement of the event

This article discusses several features of our emailing and marketing tool. Discover how to find your feet with WeezTarget.

1. Announcement of scheduling and new features

When you reveal a headliner or new activity as part of your event’s programme, take the opportunity to ask for additional ideas from future attendees. This gives you two advantages: creating a supply of projects for this event or the next and, above all, giving a voice to the audience that supports you. As your event draws nearer, you should also find opportunities to announce new features. This way, you can keep your audiences’ attention, allowing you to sell more tickets and generate excitement among attendees for the big day and beyond.

2. Opening of the ticketing service

As soon as your ticketing service is opened, sending an email to your contact base via WeezTarget will allow you to measure the impact of your launch campaign. Track the number of tickets sold and the turnover generated by buyers who opened this email. This will give you a good idea of the attractiveness of your event, enabling you to adapt your future communication campaigns.

3. Confirmation of purchase or registration

When an attendee purchases a ticket online, they need to be provided proof of their purchase by email. Some essential and practical information must be included, including the order number, price, time, date, location, terms and conditions of sale, and so on. Weezevent’s ticketing solution offers this feature by default. Delivering an email automatically with each order allows you to communicate all essential information and helps you manage any potential disputes. Take advantage of this means of communication and customise it according to your graphic charter to help your community grow by integrating links to your social networks.

4. Depletion of pre-sale stock

Selling tickets at an early bird rate is a good way to attract a first wave of attendees to your event with an attractive rate. Make sure you sell out all your pre-sale stock to reach a satisfactory minimum level of your capacity. To do this, accelerate the pace of sales if you have stock remaining by planning a follow-up campaign aimed at any contacts of yours who haven’t yet purchased tickets. You can do this very simply with WeezTarget, without needing to import or export files. All you have to do is create a group of contacts filtered to include this audience, which you can do in just a few clicks.

5. Last-minute reminders and information

Sending a last-minute email allows you to go over some practical information (time, location, access, etc.) that will save time for you and your attendees, as you won’t have to deal with any questions arising from a lack of information. This is also an opportunity for you to offer premium options to your attendees, such as queue-jump, access to a VIP area, gourmet meals, and so on. Indeed, this is the ideal time to mention them for your event, which will take place only a few hours later.

6. Acknowledgements and satisfaction survey

Do you have a sense of ‘mission accomplished’ now that your event’s over? That’s great, but don’t stop there. Keep up the good work by sending a heartfelt email to your attendees thanking them for their attendance and enthusiasm at your event. Slip in a satisfaction survey to gather feedback on their feelings in order to prepare your future events as best as possible.

7. Cancellation or postponement of the event

Cancelling or postponing an event is not an easy task, especially when it comes to communicating the bad news to attendees. Our two blog posts below will help you manage this situation as best as possible, including the communication aspect:

This article gives you some ideas to help you maintain a good standard of communication with your audiences. At the same time, our WeezTarget tool offers ready-to-use email templates to help you in your daily communication efforts and in the preparation of your events. To use them, go to your Weezevent account and click on the Applications tab > CRM.

The email templates are available in Communications > Templates > Generic templates. You can also create your own templates. Discover all the other features that WeezTarget offers by clicking on the button below:

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