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How to email all attendees of your event

How to email all attendees of your event

When organizing events such as conferences, concerts, seminars, trainings, etc., a great deal of work falls on the shoulders of the event managers. And then there are the event announcements to consider. This is why most organisers look for an easy, fast, inexpensive, but effective way to talk about the upcoming event as efficiently as possible. Read on to learn how to email all attendees of your event.

Usually after an event is set up, an email is sent to all potential attendees. However, sometimes you may need to send additional emails, so how do you handle this? In this article, we’ll discuss how to send emails to the attendees of your event without any complicated updates or other unnecessary efforts.

How to use emails for the event announcement

With the help of modern technology, you can send notifications about an upcoming event, personally invite people to the event, and even arrange a backstage broadcast and show the event online via well-organised and user-friendly online platforms like GEVME. Use emails to tell your attendees in advance what your event will be about.


  • Make an announcement a month before the event.


According to research, 85% of registrations or ticket purchases occur after the subscriber has heard about your event at least twice. This is related not only to the psychological characteristics of the person but also to simple logistics: The person is forced to check their schedule and to make sure that he or she can come. Based on what we’ve just discussed, plan to send your email once per week.


  • Set up a registration confirmation email, etc.


Create a series of letters to email to all event attendees. Consider all the types of emails you’ll need to send before, during, and after the event registration, etc.


  • Send the third letter of the series.


In your third email of the series, open the curtain on the event and introduce the speakers and the topics of the speeches, create a schedule, describe the conditions of participation (paid/free), the registration method or the ticket office for buying tickets, and ways to get additional information (website, email, phone, etc.).


  • Email attendees the day before the event.


Keep your invitees in sight. Remind them of the upcoming event in a personal letter. In this way, you will show respect and let them know how important they are to you.


  • Receive reminders.


There are many different timers, schedulers, and other ways to manage your time on the web, and you can use these tools to send event emails to attendees. Your email can contain reminders about when the event will take place. In the same way, you can set literally any time interval, including recurring reminders (once a week, month, or year; at the appointed time; and so on).


  • Use calendar options.


Sometimes it happens that you receive an important note by email about an event that you don’t want to miss or forget. The best thing to do in this case is to put a reminder on your calendar. Gmail has an easy way to do this for Google Calendar, but what if you use a different service provider?


  • Send timely email on the day of the event.


On the morning of the event, send the last email of the series. Make it concise: the name of the event, the time, and the place. Make it clear from the content of the email that you sincerely hope to see the recipient at the event.


  • Send a thank you email after the event.


To express thanks and follow up with attendees after an event, it is a good idea to send an email to all event attendees with a report on the event. In the email, you can add links to the text as well as video and photo materials that were created by your organisers, journalists, etc. Subscribers who have attended your event will be pleased to remember meaningful moments, read about themselves or their friends, and replay interviews with participants and experts. Those subscribers who missed the event will definitely take advantage of this chance next time.


  • Use professional online platforms.


Trust in technology, and take advantage of its benefits. GEVME is the perfect tool since it is inexpensive, and it is gaining in popularity for events both offsite and online. It builds communication with users, increases trust and involvement, and gives the company brand recognition. Emailing attendees is easy and fast.


There are several ways you can send emails to all attendees — choose any of the above ideas and use them in your event management practice. If your event is related to ticket sales, modern platforms can provide organisers with all necessary data about potential ticket buyers: their email addresses, number of tickets purchased, amount paid, etc. You can use this data to improve your campaign’s performance. The success of an event depends on information gained about previously visited events and their attendees, etc.

You are welcome to learn how to email your attendees through the GEVME platform step by step. Feel free to send us your comments and suggestions!

GEVME is the fully integrated platform that makes your event lifecycle happy. With advanced apps for each event management process, the platform helps you craft a custom event toolkit. Request a DEMO to experience the automation of website development, online registration, onsite check-in and related services.

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