Does reinventing the communications wheel with each new event make you want to pull your hair out?
As an event planner, you *know* that delegation and automation are essential to keeping your sanity. But with so many competing priorities and processes, it can be hard to keep all the balls in the air.
That’s where event email templates come in. Using templates streamlines your communication efforts, saves precious time, and ensures that your messages are consistent and professional, no matter who you’re talking to.
Combined with EventUp Planner’s powerful tools for email marketing automation, you can kiss decision fatigue goodbye—helping you get everything done without breaking a sweat.
In this article, we’ll provide you with 10 helpful event email templates that you can save and use for your future events. These templates will help you save time, elevate your event outreach, and deliver an awesome experience for all involved. Let’s dive in!
Table of Contents
1. What is event planning email outreach, and why is it important?
2. What should I include in my event emails?
3. How often should I send emails without being annoying or pushy?
4. Event invitation email templates by event type
What Is Event Planning Email Outreach, and Why Is It Important?
Event planning email outreach is the process of using email to communicate with your event’s target audience, including potential attendees, sponsors, speakers, and other stakeholders. It’s an essential tool for:
- Building awareness
- Generating interest and leads
- Fostering relationships throughout the event planning journey
Imagine you’re planning a conference. Your email outreach might include a “Save the Date” message, a registration announcement, reminders, agenda updates, and post-event thank-yous to keep everyone engaged and excited.
But crafting all these emails from scratch can be a huge time-suck and lead to inconsistencies. Using templates and automations helps you stay organized, efficient, and focused on delivering an unforgettable event experience. It’s a win-win for you and your stakeholders! Email templates and automations offer benefits like:
🎯Streamlined outreach processes—Reusable templates for common event communications that save you time and effort.
🎯Consistent messaging—Ensures your brand voice and key details are always on point.
🎯Reduced mental burden of starting from zero—Skip the blank page syndrome and kickstart your emails with ready-made templates.
🎯Scheduled emails and performance tracking—Set up automated email sequences and monitor their success, all in one place.
🎯More time and mental space for other critical tasks—Free up your schedule and brainpower for the million other things on your plate.
What Should I Include in My Event Emails?
When it comes to event planning email outreach, there are a few things that you should include in every single email you send:
Subject line
Your email subject line is the first thing recipients see, so make it count! A clear, concise, and engaging subject line can make the difference between your email being opened or sent straight to the trash.
Examples of effective subject lines include:
- “You’re Invited: [Event name] on [Event date]”
- “Don’t Miss Out on [Event name] – Register Now!”
- “Early Bird Tickets Now Available for [Event name]”
- “[Event name] Agenda Announced – Check Out the Lineup”
Event details (date, time, location)
Clearly communicating the event details ensures your stakeholders have all the information they need.
Always include the event name, date, time, and event location in a prominent place within your email. This helps recipients quickly find the essential information and add it to their calendars.
Call-to-action (CTA)
Every email should have a clear purpose and a desired action you want the recipient to take.
Whether it’s to RSVP, register, or click on a link for further details, make sure your CTA stands out and creates a sense of urgency. Use action-oriented language and make it easy for recipients to follow through.
Examples of strong CTAs include:
- “Secure Your Spot Now”
- “Get Your Tickets Before They’re Gone!”
- “Register Today and Save 20%”
- “Claim Your Free VIP Pass”
Your contact details
Providing your professional business email address or phone number allows recipients to reach out with questions or for more information. This simple addition helps build trust and shows that you’re available to assist them. Include your contact details in the footer of your email, along with any relevant social media links or event hashtags.
How Often Should I Send Emails Without Being Annoying or Pushy?
When it comes to email frequency, it’s all about finding the right balance. You want to keep your audience informed and engaged without overwhelming their inboxes or coming across as pushy.
As a general rule, aim to send emails at a consistent cadence and at times when people are most likely to read them, such as mid-morning or early afternoon on weekdays.
However, the optimal frequency may vary depending on the type of stakeholder you’re communicating with:
Venue
Maintain open lines of communication with your venue contact to ensure all logistical details are taken care of. The frequency of emails will depend on the complexity of your event and the level of coordination required.
Attendees
Keep them excited and informed with regular updates, but avoid bombarding them with too many messages. A good cadence might be once a week leading up to the event, with a few additional reminders closer to the date.
Speakers
Reach out as soon as they’ve confirmed their participation to provide them with key details and deadlines. Follow up periodically to ensure they have everything they need, such as travel arrangements or presentation requirements. Read more about speaker management in our recent article: 6 Powerful Ways to Make Event Promotion Easy for Speakers
Vendors
Establish a clear communication schedule based on their role and the timeline of your event. Provide them with regular check-ins and updates, especially if there are any changes to the event plan.
Event team, including volunteers
Keep your team informed and aligned with frequent updates, task assignments, and progress reports. Regular communication is key to ensuring everyone is on the same page and working towards a successful event.
Remember: the key is to provide value with every email you send. Whether it’s important updates, helpful resources, or friendly reminders, make sure each message serves a clear purpose and respects your recipients’ time and attention.
10 Helpful Event Planning Templates & Examples
Using event email templates as a starting point can save you time while ensuring you have all your bases covered.
But to *truly* make your messages stand out, it’s important to add personal touches and tailor the content to the specific recipient.
Focus on creating an easy-to-read structure with clear headings, short paragraphs, and bullet points so that recipients aren’t overwhelmed by walls of text.
We’ve got you covered with the following templates you can tweak to your heart’s content.
Event Invitation Email Templates by Event Type
Use these pre-event email templates for each type of event you run—whether in-person, virtual, or hybrid.
Conference and seminar
Start your event marketing on the right foot with this customizable template for conferences and seminars:
| Dear [Attendee Name],
I hope this email finds you well. On behalf of the [Company/Organization Name] team, I am thrilled to invite you to our upcoming [Conference/Seminar Name], taking place on [Event Date] at [Venue Name] in [City, State]. This [conference/seminar] is designed to [briefly describe the event’s purpose and key benefits for attendees]. We have an exciting lineup of speakers and activities planned, including:
Here are the essential details for the event: Date: [Event Date] Time: [Start Time] – [End Time] Location: [Venue Name], [Venue Address], [City, State, ZIP] Agenda: [Link to Agenda] Registration: [Link to Registration Page] To secure your spot, please visit our registration page and complete the form by [Registration Deadline]. If you have any questions or require further information, don’t hesitate to reach out to me directly. We look forward to your participation and the opportunity to [reiterate key benefits or takeaways from the event]. Best regards, [Your Name] [Your Title] [Company/Organization Name] [Your Email Address] [Your Phone Number] |
Product launch
Generate buzz for your company’s latest product launch with this copy-and-paste email template:
| Dear [Attendee Name],
I’m excited to invite you to the highly anticipated launch of our latest product, [Product Name], on [Event Date] at [Venue Name] in [City, State]. Join us as we unveil [Product Name], which is set to take the [Niche] industry by storm with its exciting features and benefits, including:
During the event, you’ll have the opportunity to:
Here are the essential details for the event: Date: [Event Date] Time: [Start Time] – [End Time] Location: [Venue Name], [Venue Address], [City, State, ZIP] Agenda: [Link to Agenda] Registration: [Link to Registration Page] To secure your spot at this exclusive event, please visit our registration page and complete the form by [Registration Deadline]. Space is limited, so don’t wait too long! If you have any questions or require further information, please feel free to contact me directly. We can’t wait to share [Product Name] with you and celebrate this milestone together. Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] |
Webinar
Set your next webinar up for success with this clear and professional email template:
| Dear [Attendee Name],
We’re thrilled to invite you to our upcoming webinar, “[Webinar Name],” on [Event Date] at [Start Time] [Time Zone]. Join our expert speakers as they dive into [Webinar Topic] and share valuable insights and strategies to help you [Key Benefit 1] and [Key Benefit 2]. Our featured speakers include: [Speaker 1 Name], [Speaker 1 Title] at [Speaker 1 Company] [Speaker 2 Name], [Speaker 2 Title] at [Speaker 2 Company] [Speaker 3 Name], [Speaker 3 Title] at [Speaker 3 Company] During this [Webinar Duration] webinar, you’ll learn: [Key Takeaway 1] [Key Takeaway 2] [Key Takeaway 3] To reserve your spot, simply click the link below and complete the registration form: [Registration Link] After registering, you’ll receive a confirmation email with details on how to join the webinar. If you have any questions, please don’t hesitate to reach out. We look forward to seeing you at the webinar! Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] |
Corporate training
Invite employees to participate in exciting corporate training opportunities:
| Dear [Attendee Name],
I’m pleased to invite you to our upcoming corporate training event, “[Training Event Name],” taking place on [Event Date] at [Venue Name] in [City, State]. This training event is specifically designed for [Target Audience/Department] to enhance their skills in [Training Topic] and drive success in their roles. Our expert trainers will guide you through interactive sessions covering:
By attending this training, you will:
Here are the essential details for the event: Date: [Event Date] Time: [Start Time] – [End Time] Location: [Venue Name], [Venue Address], [City, State, ZIP] Agenda: [Link to Agenda] Registration: [Link to Registration Page] To secure your spot, please complete the registration form by [Registration Deadline]. If you have any questions or require further information, please don’t hesitate to contact me directly. We believe this training event will provide you with valuable insights and skills to excel in your role at [Company Name]. Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] |
Fundraising event
Set the stage to hit your fundraising goals with this customizable email template:
| Dear [Attendee Name],
On behalf of [Non-Profit Name], I’m excited to invite you to our upcoming fundraising event, “[Fundraising Event Name],” taking place on [Event Date] at [Venue Name] in [City, State]. This special event is dedicated to raising funds and awareness for [Non-Profit’s Mission/Cause]. By attending, you’ll have the opportunity to make a meaningful impact on the lives of [Beneficiaries]. During the event, you can expect:
Here are the essential details for the event: Date: [Event Date] Time: [Start Time] – [End Time] Location: [Venue Name], [Venue Address], [City, State, ZIP] Dress Code: [Dress Code] Ticket Price: [Price] Registration: [Link to Registration Page] To secure your tickets, please visit our registration page and complete the form by [Registration Deadline]. If you cannot attend but would still like to support our cause, you can make a donation through our website: [Donation Page Link]. If you have any questions or require further information, please feel free to reach out to me directly. Your support means the world to us, and we can’t wait to see you at the event! Best regards, [Your Name] [Your Title] [Non-Profit Name] [Your Email Address] [Your Phone Number] |
Other Pre-Event Email Templates
Make sure your stakeholders are in the loop by using these easy-to-use pre-event email templates.
Venue kick-off communications
Keep open lines of communication with your preferred venue using this email template so that no balls get dropped:
| Dear [Venue Contact Name],
I hope this email finds you well. My name is [Your Name], and I am the [Your Title] at [Company Name]. We are excited to host our upcoming event, “[Event Name],” at [Venue Name] on [Event Date]. I wanted to reach out to introduce myself and begin coordinating the details of our event with your team. As we prepare for the event, I’d like to schedule a call or meeting to discuss the following:
Please let me know your availability for a call or meeting in the coming week. In the meantime, I’d appreciate it if you could provide me with the following information:
I look forward to working closely with you and your team to ensure a successful event. If you have any questions or require further information, please don’t hesitate to reach out. Thank you for your time and assistance. Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] |
Vendor selection
Begin the process of finding great vendors for your event with this email template:
| Dear [Vendor Name],
I hope this email finds you well. My name is [Your Name], and I am the [Your Title] at [Company Name]. We are currently in the process of selecting vendors for our upcoming event, “[Event Name],” taking place on [Event Date] at [Venue Name]. We came across your company, [Vendor Company Name], and believe that your services could be a great fit for our event. We are particularly interested in your expertise in [Specific Service/Product]. To help us make an informed decision, I would appreciate if you could provide the following information:
Please feel free to include any additional information or materials that you think would be helpful for us to consider. We would also like to schedule a call or meeting to discuss further details and answer any questions you may have. Please let me know your availability in the coming week. We appreciate your time and look forward to the possibility of working with you on this event. If you have any questions or require further information, please don’t hesitate to reach out. Thank you for your consideration. Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] Attachments: [Event Brief.pdf] |
Sponsors
Kick-start the process of finding aligned sponsors for your event with this email template:
| Dear [Sponsor Name],
I hope this email finds you well. I’m reaching out to invite [Company Name] to become a sponsor for our upcoming event, “[Event Name],” taking place on [Event Date] at [Venue Name] in [City, State]. This event is set to attract [Expected Attendance] professionals from the [Industry/Niche] and offers a unique opportunity for your company to enhance its brand visibility and showcase your products/services to a highly targeted audience. As a sponsor, you will benefit from:
We offer several sponsorship packages designed to fit your company’s specific needs and goals:
To learn more about the event and sponsorship opportunities, please find attached our sponsorship prospectus with detailed information. If you have any questions or would like to discuss how we can customize a sponsorship package to maximize your ROI, please don’t hesitate to contact me directly. I would be happy to schedule a meeting or call at your convenience. We believe that [Company Name]’s participation as a sponsor would greatly enhance the event experience for our attendees while providing valuable exposure for your brand. Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] Attachments: [Sponsorship Prospectus.pdf] |
Post-Event Email Templates
The event may be over, but the work hasn’t stopped quite yet. Keep the good experience going with these essential post-event email templates!
Post-event thank you
Gratitude makes everyone feel good. Customize this email template to say thank you to attendees, speakers, sponsors, volunteers, and other stakeholders.
| Dear [Attendee Name],
On behalf of the entire [Company Name] team, I wanted to express my heartfelt gratitude for your attendance and participation at our recent event, “[Event Name],” held on [Event Date] at [Venue Name]. It was a pleasure to have you join us, and we hope that you found the event informative, engaging, and valuable! Here are some of our favorite moments from the big day:
[Survey Link] Looking ahead, we’re excited to share that we have several upcoming events that may be of interest to you:
To stay informed about these events and other opportunities, we encourage you to: Join our mailing list: [Mailing List Signup Link] Follow us on social media: [Social Media Handles/Links] Visit our website: [Company Website] If you have any questions, feedback, or suggestions, please don’t hesitate to reach out to me directly. We value your ongoing support and look forward to staying connected. Once again, thank you for being a part of [Event Name]. We hope to see you at our future events! Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] |
Post-event feedback request
Collecting feedback is an important part of the event planning process. Be sure to send out a post-event feedback survey so you can continue to improve your events going forward.
| Dear [Attendee Name],
Thank you once again for attending our recent event, “[Event Name],” held on [Event Date] at [Venue Name]. We hope you found the experience valuable and enjoyable. As we strive to continually improve our events and provide the best possible experience for our attendees, we would greatly appreciate your feedback. Your input is invaluable in helping us understand what worked well and where we can make improvements for our next event. We have prepared a brief survey that should take no more than [Estimated Time] minutes to complete. Your responses will be kept confidential and will only be used to enhance our future events. Please click on the link below to access the survey: [Survey Link] The survey will be open until [Survey Deadline], and we kindly request that you complete it at your earliest convenience. [OPTIONAL] As a token of our appreciation for your time and feedback, all survey respondents will be entered into a drawing for a chance to win [Incentive Prize]. The winner will be announced via email on [Prize Announcement Date]. If you have any questions or encounter any issues accessing the survey, please don’t hesitate to reach out to me directly. Thank you in advance for your valuable feedback and continued support. We look forward to hearing from you and using your insights to create even better experiences in the future! Best regards, [Your Name] [Your Title] [Company Name] [Your Email Address] [Your Phone Number] [OPTIONAL] P.S. Don’t miss out on the opportunity to shape future events and have a chance to win [Incentive Prize]. Complete the survey today! |
Put Your Event Planning on Auto-Pilot with EventUp Planner
You’re an event planning superstar, but that doesn’t mean you have to do it all alone.
Enter EventUp Planner— leading event management software for savvy event planners of all stripes.
Deliver exceptional events while staying sane along the way with tools to:
✅ Template and automate key workflows to make multi-event management easier
✅ Support in-person, online, and hybrid events with one platform
✅ Simplify planning and management of your complex events across team members
✅ Create fully branded meeting and event experiences
Plan, launch, wow, repeat… with event software that doesn’t take a master’s degree to use, no matter how complex your events are.