The Importance of Event Reminders: Key Ingredients and 3 Types

If you've ever planned an event, you know how difficult it can be to ensure that everyone who RSVP'd actually shows up. That's where event reminders come in. An event reminder is a message that reminds attendees of an upcoming event and provides them with any necessary information. In this post, we'll explore what an event reminder is, why it's important, the key ingredients of an effective reminder, when to send a reminder, and the different types of event reminders.

What is an Event Reminder?

An event reminder is a message that reminds attendees of an upcoming event and provides them with any necessary information. It can be sent via email, text, or automated call.

Why Are Event Reminders Important?

Event reminders are crucial for ensuring that attendees show up to your event. They also help you to better manage your resources by giving you an accurate headcount. In addition, event reminders can be used to communicate any last-minute changes to the event, such as a change in location or time.

Key Ingredients of an Event Reminder

An effective event reminder should include the following:

• The event name
• The date and time of the event
• The location of the event
• Any special instructions or requirements, such as dress code or parking information
• Contact information in case of questions or concerns

When to Send an Event Reminder

It's a good idea to send an event reminder a few days before the event to give attendees enough time to plan their schedules. If your event is a large-scale event, it's also a good idea to send a second reminder the day before the event.

Should I Send More Than One Event Reminder?

Sending more than one reminder can be effective for ensuring that attendees show up to your event. However, it's important not to overdo it, as too many reminders can be seen as spammy and annoying. Two reminders is usually the sweet spot, with the first reminder sent a few days before the event and the second reminder sent the day before.

Different Types of Event Reminders

There are three main types of event reminders: email, text, and automated call.

Email Event Reminder Example:

Subject: Reminder: Upcoming Event - Don't Forget to RSVP!

Hi [Attendee],

Just a quick reminder that our [Event Name] is coming up soon! We can't wait to see you there.

Date: [Insert Date]

Time: [Insert Time]

Location: [Insert Location]

Dress Code: [Insert Dress Code]

Parking: [Insert Parking Information]

If you have any questions or concerns, please don't hesitate to contact us at [Insert Contact Information].

Thanks,

[Your Name]

Text Event Reminder Example:

Hi [Attendee],

Just a friendly reminder that our [Event Name] is happening on [Insert Date and Time] at [Insert Location]. We can't wait to see you there! If you have any questions or concerns, please don't hesitate to contact us at [Insert Contact Information].

Automated Call Event Reminder Example:

"Hello! This is a reminder that our [Event Name] is happening on [Insert Date and Time] at [Insert Location]. We can't wait to see you there! If you have any questions or concerns, please don't hesitate to contact us at [Insert Contact Information]."

Pros and Cons of Each Type of Event Reminder

Email reminders are great for providing attendees with detailed information about the event, but they can easily get lost in a crowded inbox. Text reminders are more likely to be seen, but they have a character limit and can be seen as intrusive if not done correctly. Automated calls are great for reaching attendees who may not regularly check their email, but they can be seen as impersonal if not executed properly.

At Sigma Voice, we offer both mass texting and mass calling services to help organizations in the US and Canada with their event reminders and updates. Our services allow for personalized messages that can be scheduled in advance, ensuring that your attendees receive timely reminders without the need for manual follow-up.

Conclusion

In conclusion, event reminders are a crucial component of event planning, ensuring that attendees show up on time and are well-informed about the event details. Whether you choose to send an email, text, or automated call, it's important to keep the message brief, informative, and personalized to ensure that attendees feel valued and engaged. And if you need help with your event reminders, Sigma Voice is here to assist you every step of the way.