Communication is key to a successful event! Outlined in this guide are the most common email campaigns sent to attendees, along with templates that you can copy in.
Hot tips 🔥
Be clear and concise
Provide a point of contact
Get your attendee excited
Click email campaigns on the top menu bar to begin drafting your emails
We recommend using the preview tool and sending a test email to yourself prior to sending the email to all guests
Event reminder email
✅ Use this template when: there is an opportunity to get attendees excited and remind them of what to expect.
Subject | @EventName is coming up on @EventShortDate (Order: @OrderNumber) |
Message | Hi @FirstName,
This is a friendly reminder that @EventName is on @EventDate at @EventLocation.
Please arrive 15 minutes early and have your ticket ready. View your tickets here: @ViewTickets Add the event to your calendar: @AddToCalendar
Before you arrive, please note: [ INSERT what to bring, e.g. hat, sunscreen ] [ INSERT access details: public transport, entry point, wheelchair access ] [ INSERT link to your FAQs or a list of do's and don'ts ] [ DELETE IF NOT NEEDED: find your seat here: @ViewSeats ] [ DELETE IF NOT NEEDED: join the online event here: @ViewVirtualEventHub ]
Follow us on [ INSERT socials ] for updates and future events.
We look forward to seeing you soon!
The team at @OrganiserName |
Event postponed (no new date)
✅ Use this template when: You need to postpone your event and a new date has not been confirmed
Subject | Postponed: @EventName (Order: @OrderNumber) |
Message | Hi @FirstName,
Thank you for buying tickets to @EventName on @EventDate.
Unfortunately, due to [ INSERT reason ], we have had to postpone the event.
We know this is disappointing and we are sorry for the change. We have not confirmed a new date yet. We will email you as soon as we do.
[ EDIT to match your policy: Your tickets will stay valid for the new date. If you can't make it, you will be able to request a refund once the date is announced. ]
If you have any questions, contact us [ INSERT LINK ] or see our FAQs [ INSERT LINK ].
Thank you for your patience and support.
The team at @OrganiserName |
Event postponed (new date confirmed)
✅ Use this template when: You need to postpone your event, and a new date has been confirmed
Subject | Subject: Rescheduled: @EventName is now on [ INSERT NEW DATE ] (Order: @OrderNumber) |
Message | Hi @FirstName,
Thank you for buying tickets to @EventName. Unfortunately, due to [ INSERT reason ], we have had to reschedule the event from [ INSERT OLD DATE ] to [ INSERT NEW DATE AND TIME ].
Your original ticket is valid for the new date, so you don't need to do anything. Add the new date to your calendar: @AddToCalendar
If you can't make the new date, please let us know by [ INSERT DATE ] and we will [ INSERT: refund your order / move you to another date ].
You can reach us [ by replying to this email / INSERT LINK ].
Thank you for understanding. We look forward to seeing you on [ INSERT NEW DATE ].
The team at @OrganiserName |
Event location has changed
✅ Use this template when: You need to update attendees with a location change
Subject | New location: @EventName (Order: @OrderNumber) |
Message | Hi @FirstName,
The location for @EventName has changed due to [ INSERT reason ]. The event is still on @EventDate.
The new venue is [ INSERT NEW LOCATION ].
Directions: [ INSERT MAP LINK ]
Please note: [ INSERT anything attendees should know, e.g. parking, entry point, what to bring ]
If you have any questions, contact us [ INSERT LINK ] or see our FAQs [ INSERT LINK ].
Thank you for your understanding. We look forward to seeing you there.
The team at @OrganiserName |
Prompt buyers to update their details
✅ Use this template when: You need buyers to update or add details in their order. Be clear when you need this completed.
Subject | Update your details: @EventName (Order @OrderNumber) |
Body | Hi @FirstName,
@EventName is coming up on @EventDate and we need to finalise some details for your order @OrderNumber.
Please check that your details and the details of everyone you booked for are complete. To update your order: @EditOrderLink
We need these to [ INSERT reason, e.g. accommodate access requests / arrange name badges ].
Please update them by [ INSERT DATE ].
If your details are already up to date, you can ignore this email.
To update your order: @EditOrderLink You can also use the edit order button in your confirmation email. Search your inbox for [email protected] if you can't find it.
If you have any questions, contact us [ INSERT LINK ] or see our FAQs [ INSERT LINK ].
Thank you for your support. We look forward to seeing you soon.
The team at @OrganiserName |
Follow-up & feedback
✅Use this template when: You want to follow up with your attendees and collect feedback post-event. Common survey programs used include SurveyMonkey or Google Forms.
Subject | How was @EventName? |
Message | Hi @FirstName,
Thank you for coming to @EventName.
We hope you had a great time. We did! We would love your feedback so we can keep improving. The survey takes about [ INSERT minutes ] minutes: [ INSERT SURVEY LINK ]
[ OPTIONAL: Our next event is [ INSERT NAME AND DATE ].
Find out more here: [ INSERT LINK ] ]
The team at @OrganiserName |
Cancelling an event
✅ Use this template when: In the unfortunate event you need to cancel.
Subject | Cancelled: @EventName (Order: @OrderNumber) |
Message | Hi @FirstName, Unfortunately, due to [ INSERT reason ], we have had to cancel @EventName, which was planned for @EventDate.
We know this is disappointing and we are sorry.
[ EDIT to match your refund process: Your order will be fully refunded to your original payment method. You do not need to do anything. Refunds usually take [ INSERT timeframe ] to appear. ]
If you have any urgent questions, contact us [ INSERT LINK ] or see our FAQs [ INSERT LINK ].
Thank you for your support and understanding.
[ OPTIONAL: We hope to see you at our next event. ]
The team at @OrganiserName |
Chasing up invoice payment
✅ Use this template when: If you have enabled invoice as a payment option you may need to remind or follow up attendees.
Subject | Outstanding payment for @EventName (Order @OrderNumber) |
Message | Hi @FirstName,
We are following up on payment for your tickets to @EventName on @EventDate.
Your invoice is attached as a PDF to your confirmation email. Search your inbox for [email protected] if you can't find it.
Please pay by [ INSERT DATE ]. [ OPTIONAL: Unpaid orders may be cancelled after this date. ]
We will send your tickets as soon as payment is received. If you have already paid, thank you, and you can ignore this email.
Questions about your invoice? Reply to this email or contact us [ INSERT LINK ].
The team at @OrganiserName |