Email templates for event planners: Part 1 Email invitations

email invitation templates for event planners

This post is part of a series called Email templates for event planners in which we will provide you with ready-made email templates for all kinds of events. In this post I’ll begin with the most crucial part – invitations for your attendees, but not just the invitations, you will get a whole chain of follow-up emails ready to use at your event. Below you can find a list of all the email templates presented in this post (with a brief description) followed by the actual templates & some guidelines.

Save the date - the first email you send to potential attendees urging them to „save the date” so they don’t plan anything that might interfere with your event. It’s aim is also to raise curiosity by mentioning one really compelling benefit of coming to your event.

Invitation - a friendly yet official invitation presenting the key details of your event such as the date, location, and venue as well as a list of key speakers and the subjects of their talks. It’s also good to list any possible benefits of attending your event to increase the number of guests registering online.

Confirmation & thank you - the email your guests receive after they have officially registered at your event’s website. If should include all the necessary details of your events as well as a ticket (if it’s a ticketed event).

Reminder - as people usually register months in advance for some events and many of them forget to add them to their calendars. It’s always a good idea to send that one extra reminder about a week before the event begins, just in case they’ve overlooked it.

Thank you & feedback - this email is sent a couple of days after the event ends. In this email, you thank your guests for coming to your event and also ask them for feedback in order to make future events even better the next time.

Next event - if the event you’re organizing has more than one edition. It’s best to start your marketing with people who have been to previous editions first. That’s what this email is all about, using the fact that someone has already been to your previous event (and thanking them for it), but also mentioning that the next edition is right around the corner.

Save the date

save the date email template


Invitation email template

Confirmation & thank you email

Confirmation email template

Reminder (1-7 days before)

Reminder email template

Thank you & ask for feedback (1-3 days after)

thank you email template

Next event (optional)

next event email templates
email pro tips for event plannersAdditionally, if don’t want to perceived as a rookie, we recommend you read the texts below:

First of all, here is a super list of words to avoid from Hubspot - and second of all, we have a few tips & guidelines for creating a good unstoppable email message:

  • Personalize - In general, people like to see or hear their name, they will also see you as more friendly.
  • Keep it as short as possible –.The fewer words the better. Show your recipient you value their time.
  • Avoid using words connected with sales. Terms such as „buy” or „offer” trigger spam filters and that’s not how you want to be perceived.
  • Make it casual – you can write a question or even start a full sentence that you finish in the body of the message. Another idea is to write subject lines  in lowercase only.
  • Send 3-4 messages in one thread – try to make it continuous, but if you see  that this approach is not working, switch to something a bit different.
  • Make it smartphone friendly – most people check their emails on mobile devices and do not even bother to skim longer emails.
  • Paragraphs – make the message clear and easy to read.
  • Put keywords in bold, italics or underline them – that will draw their attention to the most important stuff. However, if you overuse it, the message will look sloppy and unclear, so follow the rule of highlighting the three or four most important pieces.
  • Use bullet points or lists – same thing as above. List the three most important benefits or features.
  • Use short, simple sentences – three simple sentences are easier to tackle than one, long, elaborate message; especially for non-pros in your domain.
  • Try to keep it casual – try to make it sound like you’re sending a message to your friend or colleague.
  • Use positive language – avoid using negative terms, as they are counterproductive.
  • Dumb it down – use as much simple vocabulary as you can.PS. We assume that if you are professional event planner you face challenges on daily basis, so we encourage you to check out our event app features.

    If you want all templates in .pdf push the download button

      Meeting Application crew john wojtek

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