Writing the perfect thank you email after your event

Send­ing a thank you email to the atten­dees after your event is the per­fect way to let them know how much you care. Not only does it show that you care about your atten­dees after the event, but it also encour­ages them to come back at the next one you host.

We share with you 4 tips for writ­ing a great thank you email after an event.

Index

1. Inter­est
2. Con­tent
   1. Thanks
   2. Shar­ing con­tent
   3. Col­lect­ing feed­back
3. Sub­ject and pre-head­er
   1. Objet
   2. Pré-head­er
4. Solu­tions for send­ing the emails
   1. 1 to 1 email
   2. Using a CRM

1. Interest of the post-event email

Why send an email after your event?

In the 24 hours fol­low­ing your event, atten­dees have a vivid mem­o­ry of the pos­i­tive expe­ri­ence you offered them. This is the ide­al time to thank them for com­ing and max­imise their engage­ment. Take care of the way you address them and increase the like­li­hood that they will come back to your events.

The week after your event is over is the best time to obtain valu­able data. Whether it’s about the atten­dees or their opin­ions about their expe­ri­ence, this data is eas­i­er to col­lect soon after your event. Make the most of it!

Also con­sid­er send­ing an e‑mail to those reg­is­tered for your event who were unable to attend. Even if they didn’t attend, they will still be inter­est­ed in the top­ic of the event and might enjoy infor­ma­tion and relat­ed con­tent.

2. Content of the email

Our expe­ri­ence with more than 300 000 event organ­is­ers has enabled us to iden­ti­fy the main sub­jects that you need to address in your com­mu­ni­ca­tion.

1. Thanks

Of course, a thank you email would­n’t be a thank you email… with­out a thank you!
The atten­dees have tak­en the time to show up, phys­i­cal­ly or vir­tu­al­ly, to your event. They have trust­ed your organ­i­sa­tion to deliv­er what was promised, and thank­ing them has to be a pri­or­i­ty.

Your email should start with this sec­tion.

2. Sharing content

To con­tin­ue to feed the curios­i­ty and inter­est of your audi­ence, it is a good idea to pro­vide them with dif­fer­ent con­tent in mul­ti­ple for­mats, adapt­ed to your type of event.

This con­tent can take the form of a recap of the event, pre­sen­ta­tion mate­ri­als used dur­ing the event, pho­tos, videos, or even addi­tion­al infor­ma­tion on the top­ics cov­ered in the event.

It can also be exclu­sive con­tent: a white paper, a dis­count, a sales brochure, etc. The pos­si­bil­i­ties are end­less and should be explored to meet the expec­ta­tions of your tar­get audi­ence and relat­ed to your sec­tor of activ­i­ty.

All this shared con­tent allows you to con­tin­ue to nur­ture atten­dees, gen­er­ate leads or con­vert exist­ing ones into qual­i­fied leads.

3. Collecting feedback

Ask­ing atten­dees for feed­back on their expe­ri­ence dur­ing your event has many advan­tages:

• It allows you to iden­ti­fy areas for improve­ment for future edi­tions. It is easy for an attendee to iden­ti­fy them rather than the organ­is­er.
• You give voice to your com­mu­ni­ty and val­ue their opin­ion. Atten­dees will feel heard and will be more engaged. Make sure you take their feed­back into con­sid­er­a­tion and imple­ment the nec­es­sary actions to improve.
• Col­lect­ing feed­back on your event will allow you to cre­ate con­tent, espe­cial­ly from pos­i­tive com­ments. You can attract new atten­dees by shar­ing these com­ments on social media.
• The feed­back form allows you to col­lect data about the atten­dees (inter­ests, size of their com­pa­ny, pref­er­ences, job title…).

3. Subject and pre-header

To ensure that your thank-you cam­paign is read, pay atten­tion to the sub­ject line and pre-head­er of your email. These two ele­ments, in addi­tion to your sender’s name, encour­age atten­dees to open your email and can increase its open rate.

1. Subject of the email

• The sub­ject line should be short, clear and rel­e­vant. It must spark curios­i­ty with­out dis­tort­ing the real­i­ty of what the recip­i­ent will find when open­ing the email. Keep the sub­ject line about 35 char­ac­ters, (less than 10 words).
• Avoid over­ly aggres­sive punc­tu­a­tion (“???”, “!!!”) or exces­sive cap­i­tal­iza­tion. What may seem like a good tech­nique to show your enthu­si­asm could make your email land in the spam box.

2. Pre-header

• The pre-head­er is the sec­ond bit of text that is vis­i­ble before you click on an email. Orig­i­nal­ly, it was the first sen­tence of your email. Today, most email­ing tools allow you to mod­i­fy it as you wish to opti­mise its impact.
• Treat the pre-head­er as addi­tion­al infor­ma­tion to the sub­ject line of your email. It should also encour­age peo­ple to open your email.

Per­son­alise the sub­ject or pre-head­er by adding a cus­tom field such as your con­tac­t’s name. This encour­ages the recip­i­ent to open your email.

4. Solutions for sending your thank you emails

There are sev­er­al options to send your thank you email to your con­tacts:

1. 1 to 1 email

Send an email direct­ly to each attendee reg­is­tered for your event, tak­ing care to per­son­alise the con­tent (first name, name of the event). This option seems the sim­plest, but it requires a con­sid­er­able amount of time to pre­pare and send. It is real­ly only an option if you only have a hand­ful of con­tacts and time to spare.

2. Using a CRM

Using a Mar­ket­ing and CRM tool allows you to save time and achieve con­ver­sions more effi­cient­ly. This is the best option, regard­less of the size or sec­tor of your event.

Thanks to a CRM solu­tion like Weez­Tar­get, you can seg­ment your audi­ence and send per­son­alised email cam­paigns in a few clicks.

This method also allows you to imple­ment mar­ket­ing automa­tion cam­paigns. You can sched­ule emails to be sent auto­mat­i­cal­ly after your event, based on pre­vi­ous­ly defined cri­te­ria.

Atten­dees and non-atten­dees receive per­son­alised emails with­out any extra effort on your side. This sys­tem is espe­cial­ly inter­est­ing if you address a large num­ber of atten­dees or if you organ­ise events on a reg­u­lar basis.

You now have every­thing you need to know to send an effec­tive thank you email after your event. Take advan­tage of the free CRM solu­tion Weez­Tar­get and sched­ule your next emails today.

Do you have any ques­tions? Don’t hes­i­tate to con­tact our team.

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