15 Event Reminder Email Templates & Examples That Actually Work for Your Valuable Event

Have you ever forgotten about an event until the last minute? With everything going on in our busy lives, it’s a very common issue to forget an important meeting, an event, or an appointment. 

That’s where event reminder emails come in. And they are the perfect way to make sure you and your attendees don’t miss out on any event.

Event reminder emails are simple messages that keep everyone informed about important details like event time, place, and what to expect. But writing them in a helpful way without being overwhelming can be tricky.

In this blog, we’ve provided you many helpful event reminder email templates and examples that actually work for your business. Also, you will find a lot of catchy subject lines in every category.

So, why late? Let’s dive in!

Why Sending an Event Reminder Email is Important?

Sending an event reminder email is one of the best ways to ensure your event goes smoothly. It helps make sure you’re providing all the essential details and encourages more people to attend.

Here’s why you should send event reminder emails:

• Keep Your Attendees Informed: A reminder email lets you share the key details of the event, like the location, time, and any important instructions, so your attendees have a clear idea about the event
• Encourage More People to Attend: A simple reminder can help those who may have forgotten about the event or weren’t sure they could make it to decide to attend
• Promote Your Event: You can use the event reminder email to highlight why people should attend and what exciting things they can expect
• Show Appreciation: Take the opportunity to thank those who’ve already RSVP’d and remind them how much you’re looking forward to seeing them
• Save Time: Instead of reminding people with phone calls or texts, your email reminder makes it easy to track who’s coming and adjust plans if necessary
• Create a Personal Connection: Personalize your reminders to make attendees feel special, and use language that resonates with different groups of people
• Save Money: Sending an email reminder is far cheaper than using methods like direct mail or phone calls, and it gets the message across quickly
• Build Brand Recognition: Include your logo and brand information in your email to keep your brand top of mind, which also promotes your brand or products
• Collect Feedback: After the event, you can use your reminder emails to ask for feedback by including a survey link or contact details

When to Send Event Reminder Email

The timing of your event reminder emails plays a big role in ensuring your event is successful. The ideal timing can depend on the type of event and your audience. That’s why industry best practices suggest sending at least three reminder emails. Here’s how:

• First Reminder—One Week Before: This gives your attendees enough time to clear their schedule or make any last-minute adjustments.
• Second Reminder—One Day Before: This is a final push to ensure the event is fresh in their minds. This is the last chance to get everyone ready and excited.
• Last-Minute Reminder—A Few Hours Before: If it’s a big event, a quick reminder on the day of can help attract last-minute attendees or ensure everyone’s on track.

So, sending your reminder emails at the right time helps keep your event top of mind for your attendees, increasing the likelihood that they’ll actually show up. 

15 Event Reminder Email Templates & Examples for You

Whether you’re reminding people about a webinar, a networking event, or a conference, these examples will give you a solid starting point. Feel free to tweak them to match your event’s tone and style!

Formal Event Reminder Email Template

Casual Event Reminder Email Template

Weekly Reminder Email

Last Minute Reminder

Interview Reminder Email

Online Event Reminder Email

Countdown Event Reminder Email

Venue Confirmation Email

Event Date Reminder Email

Event Registration Confirmation/Reminder Email

Corporate Event Reminder Email Template

Black Friday Event Reminder Email

Limited Capacity Reminder for Event

Early Birds Ticket Reminder

After Event Thank & Review Request

25 Effective Event Reminder Email Subject Lines You can use

As your event approaches, a catchy reminder email subject line is very important to boosting attendance. Here are 25 subject lines to help you grab attention and get your audience excited.

• Reminder: [Event Name] is Just Around the Corner!
• It’s Almost Time for [Event Name]!
• Don’t Miss Out! [Event Name] is in [X] Days
• Excited for [Event Name]? It’s Almost Here!
• Your [Event Name] is Coming Up! Get Ready
• Last Chance: [Event Name] Starts in [X] Days
• Just [X] Days Left Until [Event Name]!
• Countdown Begins: [Event Name] in [X] Days!
• Don’t Forget: [Event Name] is Coming Soon
• Reminder: [Event Name] is Almost Here – Get Ready!
• Meet [Guest/Speaker] at [Event Name] – Don’t miss their insights!
• Only [X] Days Until [Event Name] – Let’s Go!
• Time is Ticking: [Event Name] Starts Soon!
• Get Excited! [Event Name] is Just Around the Corner
• Hurry! [Event Name] Starts in Just [X] Days
• Almost There! [Event Name] is Almost Here
• [Event Name] in [X] Days – Are You Prepared?
• Only a Few Days Left Until [Event Name]!
• Your Ticket to [Event Name] is Waiting
• [Event Name] is Almost Here – Here’s What You Need to Know
• Get Ready: [Event Name] Starts in [X] Days
• Get Ready for [Event Name]! It’s Almost Time
• [Event Name] Starts Soon – Don’t Miss It
• Meet [X] industry leaders at [Event Name]!
• Reminder: Your [Event Name] Spot is Confirmed!

How to Write an Event Reminder Email?

A good event reminder email isn’t just about reminding your audiences, it’s about making sure they’re excited, informed, and ready to attend. Here’s how you can write an effective event reminder email:

Use a Clear and Friendly Subject Line

Your subject line is the first thing people will see, so make it straightforward and engaging. It should remind them about the event and create a sense of urgency or excitement to the people. You can also personalize it with their name to make it feel more direct.

Example: “Hey [Name], Don’t Forget! [Event Name] is Coming Up”

Include All the Important Details

The purpose of the event reminder email is to remind and inform attendees about the event details. So, make sure your email includes all the event details an attendee should have. And the email must highlight:

• Event name
• Date and time
• Location (with a map link if needed) or online meeting link
• Any important instructions (like parking info or what to bring)

Make it Personal

Nobody likes reading generic emails. Instead of a robotic message, write as if you’re talking to the person directly.  So, you can use their name and make it feel like a friendly tone rather than a formal notice.

Example: “Hey [Name], we’re excited to see you at [Event Name] this [Day]! Here’s everything you need to know before the big day.”

Keep Your Email Short and Easy to Read

People don’t have time to read long emails. Keep your message short, break up text with bullet points, and highlight the key information so they can quickly find what they need.

Use a Friendly and Natural tone

Your email should sound like it’s coming from a real person, not a corporate announcement. Keep it warm, engaging, and to the point. It is more helpful to grab the attention of a reader to maintain a natural tone. But if the event is very professional, then you have to maintain a professional tone.

Add a Clear CTA (Call-to-Action) Button

After reading the email, an actionable button should be added in the email. Which makes it easy for your attendee to take the next step. Whether they need to confirm their attendance, join a session, or add the event to their calendar, a simple button helps and makes things easier.

Examples: “Confirm Your Spot”, “Join the Live Event”, “Add to Calendar”

Add Contact Details

When you are going to an event, there are a lot of questions in your mind. And your attendees must have last-minute questions. Also, they need to reschedule or cancel.

That’s why including contact details in the event reminder message is very important, that’s why the attendee can ask any question instantly. For this, you can include email, phone number, or link to FAQs so they can easily get help.

Add FAQs (Frequently Asked Questions)

As we said earlier, the attendees might have some questions or have some confusion. So, if you already include some relatable questions and answers for them, this could be a very wise idea. It can save time both for you and your attendee as well. Some common questions can be:

• Is parking available?
• Do I need to bring anything?
• What if I can’t attend? Will there be a recording?
• Answering these upfront saves time and makes attendees feel more prepared.

So, if you already prepare the answers to these questions, it will be very helpful for the attendees.

Overall, a good event reminder email makes things easy for your attendees. Keep it simple, friendly, and helpful, and you’ll have more people showing up and enjoying your event!

Send Automated Event Reminder Email with FluentBooking

So, you have many event reminder templates now, but sending emails to a large number of attendees manually is a hassle, right?

With FluentBooking, you don’t have to worry about that! If you have a WordPress site, you can easily schedule your events and send automated reminders to your attendees hassle-free.

Your attendees can book their spots in just a few clicks, and FluentBooking will automatically send them reminder emails. You can customize the above reminders templates with your specific event, set multiple follow-ups, and even include a reschedule link also.

For example, if the event is an interview, you can set it as a single one-off event. On the other hand, if it’s a webinar, you can set up a group one-off event in just a few clicks.

So, don’t worry about the event reminder emails. Just copy the template which you need and customize it according to your business, and send it fully automatically with FluentBooking.

Send Reminders and Run Your Event Smoothly

Event reminder emails are a simple yet powerful way to ensure your attendees don’t forget your event. A well-timed, thoughtful reminder can cut down no-shows, keep everyone informed, and even boost excitement.

Use the templates and subject lines from this blog to set reminders that are clear, helpful, and engaging. A personal touch can go a long way in making your emails stand out!

Also, to send your event reminder email hassle-free, you can use FluentBooking to send fully automated email reminders and save your time.

So, don’t leave your event attendance to chance—start sending reminders that work and fill every seat!

Frequently Asked Questions