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Rutger Bremer11/18/15 12:00 AM1 min read

Send an excellent event email in 5 steps

Sending a save the date email is the very first touchpoint when communicating with your attendees. When not well thought through or set up correctly you may risk losing your target audience’s attention and maybe even their attendance at your event. In the following blog post we provide tools to set up the perfect communication flow for your event.

Step 1. What’s in it for the reader? Less is more!

There is a big difference between what you as an organiser would like to say about your event and what your recipient wants or needs to know. Make sure you understand that your target audience are respectful with their time (no one benefits from information overload) and make sure that it is relevant at all times.

Step 2. One message per mail. Think billboards!

In the event communication flow you may want to choose multiple (mail) contact moments: from a save-the-date email until a recap email. Include only one call-to-action per contact moment, to enhance the chance that your audience gets your message. An example: 
Create a call-to-action in your mailings to your attendees

Step 3. Offer an easy to read event email

  • Reduce the length of your event invitation email as much as you can.
  • Structure your content in different paragraphs.
  • Use titles and bullet points for those who like to scan.
  • Create enough white space in the content to make it easy to read.
  • Be consistent in alignment to maintain harmony.


Step 4. Personalise your event email

Many events contain different target groups (attendees, VIP’s, sponsors & partners). Make sure you personalise the message as much as you can (salutation, title, first name or last name). Make your audience feel recognised.

Step 5. Reward your attendee with clear confirmation

When you ask your invitees to register, it is highly recommended to confirm their registration. A good confirmation email consists of the following items:

  • Registration & event details
  • Agenda link
  • Possibility to cancel or change details
  • Event website link
  • Optional: e-ticket. Only when you would like to register your attendees at the event
  • Salutation and sender's name



A good communication flow is the start of a successful event: from the save the date email until the recap mailing. Create unique and relevant content at all times. This results in a higher attendance rate and a less time consuming support process.

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