The ultimate chatbot guide

How to Maximize Event Attendance with Chatbot Reminder Emails

July 21, 2023

7 min.

If your business frequently organizes events, one of your biggest challenges is to make sure that they are attended by as many people as possible. To achieve this, communicating effectively and consistently is a MUST.☝️ One of the best ways to do this is by sending event reminder emails.

Keep reading and you will learn what event reminder emails are and why they are so important for the success of your events. 💸 We'll also provide you with some templates and tips on writing event reminders and introduce you to an event reminder email bot that will do all the dirty work for you.

What is an event reminder email?

Think of event reminder emails as a friendly nudge that keeps attendees excited about your event. Quick email reminders provide recipients with all the essential event details, such as date, time, location, and agenda, ensuring that your event stays at the top of their heads. 🤓

Here’s what it looks like from the recipient's end:

Why should you send an event reminder email?

A well-crafted event reminder email will not only increase your attendance, but also boost engagement and make sure your attendees are fully informed and ready for the big day! 🔥

It can also:

  • Improve the overall experience of the event
  • Maintain communication with potential clients
  • Avoid last-minute cancellations and no-shows

Checklist: How to write an event reminder email

To write an email reminder that truly hits the mark, simply follow this checklist.👇

  • Start with a catchy subject line. Something like “Last chance to join our top industry professionals. Don’t miss out on [Event name]!” or “Only 2 days left until the most exciting event of the year. Join us now for [Event name]”.
  • Be concise and use a friendly and professional tone. Your email reminder should be straight to the point and sound professional, yet approachable.
  • Make it personalized. Depending on the type of the event, address the receiver by first or last name.
  • Include event details. Make sure to mention the event's time, date, and location.
  • Highlight the value of attending the event. Mention key benefits and incentives for attending the event.
  • Add a clear call-to-action. Either ask recipients to register for the event or add it to the calendar.
  • Make it easy to save the date. Have an “add to calendar” button or a calendar link.
  • Provide a link to FAQ or contact details. In case a receiver has any questions, they can easily access the information.
  • Send a reminder at the right time. The time you send reminders can affect the open rate and your attendance. When to send a reminder depends on the type of the event. For webinars it can be a few days and a couple of hours before the event. For in-person events, it can be a week or a few days in advance.

5 examples of event reminder email templates

To make it even easier for you, we've come up with a few event reminder email templates that will save you time and effort while ensuring that your attendees receive a clear, engaging, and effective message that will keep them excited about your event. 🥳

1. General event reminder email

Subject line: Don't Miss Out on [Event Name] - It's Almost Here!

Hi [Recipients Name],

This is a quick reminder that we're getting closer to [Event Name], and we're excited for you to share this day with us! Make sure you’ve saved the event details and blocked the spot in your calendar. If you haven’t done so, here is your chance.

Date: [Date]

Time: [Time]

Location: [Location]

Event Link: [Event Link]

And don’t forget we have an exciting lineup of speakers and activities planned for the day, so here are a few things to look forward to:

[Insert Activity/Speaker 1]

[Insert Activity/Speaker 2]

[Insert Activity/Speaker 3]

If you have any questions, send us a message [Contact Information].

We're always happy to help.

We can't wait to see you at [Event Name]!


[Event Organizer]

2. Early bird pass reminder email

Subject line: Last Chance for Early Bird Passes to [Event Name]

Hi [Recipient's Name],

We wanted to remind you that this is your last chance to take advantage of this exclusive early bird pass offer for [Event Name].

The Early Bird Pass gives you access to [Benefit 1], [Benefit 2], and [Benefit 3], as well as a [Discount]% OFF the ticket for the main event.

Early bird pass deadline: [Deadline Date]

Regular price: [Regular Price]

Early bird price: [Early Bird Price]

Hurry up and get your Early bird pass to get the most out of [Event Name]. We promise you to have an experience of a lifetime, filled with valuable insights and opportunities to connect with other professionals in the industry from all around the world.

Purchase Early Bird Pass now: [Insert Early Bird Pass Link]

Visit our [Link to FAQ page] if you have any questions or concerns, or contact our team at [Insert Contact Information] for more details.

We are looking forward to seeing you at [Event Name]!


[Event Organizer]

3. In-person event reminder email

Subject line: [Event Name] is Almost Here - Are You Ready?

Hi [Recipient's Name],

We're just a few days away from [Event Name], and we're excited to see you there! Here are a few important details for you to note down.

Date: [Date]

Time: [Time]

Location: [Location]

To get you excited about the upcoming [Event Name], we wanted to remind you of some of the amazing activities and speakers we have lined up for you, including:

[Activity/Speaker 1]

[Activity/Speaker 2]

[Activity/Speaker 3]

Click [Event link] to learn more about the event.

We recommend arriving at least 30 minutes before the event starts to allow enough time for check-in and networking.

If you haven't registered yet, there's still time to do so. Follow this link for more details [Registration link].

Visit our [Link to FAQ page] or contact our team at [Insert Contact Information] for more details.

See you at [Event Name]!


[Event Organizer]

4. Webinar reminder email (A week before the event)

Subject line: Join Our Upcoming Webinar on [Webinar Topic]

Hi [Recipient's Name],

We hope this email finds you well! We wanted to remind you about our upcoming webinar on [Webinar Topic], which is just one week away. Here are a few things you need to know:

Date: [Insert Date]

Time: [Insert Time]

Webinar Link: [Insert Webinar Link]

This webinar is a must-attend for anyone who wants to [Insert Benefit or Learning Objective]. We're excited to have [Speaker Name], a [Speaker Title] with [Speaker Company], as our featured speaker.

In this webinar, you'll learn:

[Learning Objective 1]

[Learning Objective 2]

[Learning Objective 3]

Make sure to add it to your calendar, so you don't forget about the event [Calendar Link].

If you have any questions, we are one message away [Contact Information].

Let’s achieve our goals together!


[Event Organizer]

5. Webinar reminder email (on the day of the event)

Subject line: Join Our Webinar on [Webinar Topic] Today!

Hi [Recipient's Name],

Just a quick reminder that our webinar on [Webinar Topic] is happening today!

We hope that you’ve already marked it on your calendar!

We’ll see you at [Time] on [Name of platform]. Use your personal link to enter [Webinar Link].

Make sure to stay until the end to receive a special bonus.

If you have any questions, please don't hesitate to reach out to us at [Contact Information].

Will see you in a bit.


[Event Organizer]

What is an event reminder email bot?

Do you have dozens of webinars with hundreds of attendees, making it difficult to remember them all and ensure no one is missed? 😓 Luckily, with the help of our Salesbot, you no longer have to worry about this.

Kommo offers a range of ready-to-use chatbot templates, including the email event reminder bot. 🤖 This bot is designed to automatically send an email to specified recipients based on pre-selected conditions such as date and time, lead stage, and tags, and fully integrated with your email account.

This means you'll never miss a chance to inform your leads and clients about important events, updates, or offers. 📧

Setting up an event reminder bot in just a few steps

Ready to use chatbot templates make it super easy to set up a chatbot that automatically sends event reminders to a specified group of people. 🤩

📌 Please note, before you begin, you need to do the following:

1. Add your email to your Kommo account. Follow these simple steps to connect it.

2. Create an email template that you’d like to use with this bot. Watch our tutorial to find out how.

To start the process:

  1. Go to your Kommo account > Communication tools > Create a new bot
  2. From the templates, select Notify your customers about special offers, event reminders and more
  3. Now, you have to make sure that the user from whom these emails will be sent has connected their email to the Kommo account. And that you have an email template to run this bot with. Once you choose the user and template, click Save & Continue.

  1. In the Execution Condition window, you’ll need to choose the following:

The Date and Time you’d like the bot to send out your template. Tags that are associated with the recipients of your email. An appropriate Lead Stage to run this bot for.

  1. Click Done.

And here’s what it will look like in your lead card:

Ready to set up your event reminder email bot in Kommo?

There's nothing better than having a reliable assistant that is always on time to remind your customers about important things. ⚠️ No matter whether it's a cool event or a fantastic offer, staying in touch with your customers here and there is always a good idea.

And the event reminder email bot will be perfect for this task. 🤖

🤓 Book a free demo session

👩‍💻 Login to your Kommo account

💬 Chat with us here on the website or within your account

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