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:

• 5 tips for com­mu­ni­cat­ing when your event is post­poned
• Can­cel­la­tion of your event: 5 tips for com­mu­ni­cat­ing

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:

Dis­cov­er Weez­Tar­get