I would like to express my heartfelt thanks to each of you who participated in and 27 countries gave their time and resources to attend and to contribute. Royal Belgian Institute of Natural Sciences (RBINS) for hosting us during the event.
Attendee emails are a critical component of event marketing. Long before guests arrive and check in for your event, they’ve already formed an impression of you based on your email communications.
There’s certainly an art to figuring out the “right” number of emails to send to your attendees. A conference that sells tickets nearly a year in advance will likely send more emails to ticket holders than a local workshop happening in one week. Though the frequency and type of messages will vary based on your particular event, you can count on these three making up the core of your email communications.
When you’re selling online tickets to your event, it’s important to provide an email confirmation that serves as an easy reference where attendees can find all of the necessary information they need. Key elements to include:
This email is arguably the most important email you’ll send to your attendees. Even if they do not read it right away, it’s the email least likely to be deleted because of the importance of the information it contains.
Tip: With our Event Tickets Plus plugin, you can customize the ticket email using our Themer’s Guide to edit your tickets/email.php template.
A friendly reminder email helps prepare attendees for your upcoming event. Besides reminding them of date and time, you can also use this email to answer last-minute questions. Helpful details to include:
In general, your event reminder email should be sent 24-48 hours in advance of events that do not require travel, and 10-14 days in advance of events where travel is involved.
Tip: You can export attendee data to a CSV file with Event Tickets Plus, making it easy to contact attendees through your existing email service provider.
One of the most under-utilized event emails is the attendee thank you message. This touchpoint provides a valuable opportunity to promote other upcoming events, collect attendee feedback, and guide attendees towards the next step you want them to take.
Here’s a sample thank you email you can modify to suit your particular event:
Thank you so much for attending (event name) this past (day of the week)! We are proud to have brought together such an amazing group of (audience and/or speaker type) to (describe event topic).
Please take a moment to help us improve future (event types) by taking a brief (survey length) survey. Your feedback is extremely valuable to our ongoing effort to offer (event goal).
(Event materials) can be found/will be posted (location or timeframe).
Be sure to mark your calendars for (next event) on (date). Registration information is/will be available on our website.
Thank you again for being part of such a wonderful (event type) experience. (I/we) look forward to (future action) again soon!
(Name or event team)
This is how it might look for a real estate agent that just hosted a workshop for first-time home buyers:
Thank you so much for attending our first-time homebuyer’s workshop this past Tuesday! We are proud to have brought together such an amazing group of local experts to help new home buyers like yourself sort through the different options for financing your first home.
Please take a moment to help us improve future workshops by taking a brief 5 question survey. Your feedback is extremely valuable to our ongoing effort to offer free educational resources to other home buyers like yourself.
The finance worksheets and loan calculators used during the workshop can be found on our resource page: awesomemadeuprealtor.com/resources.
Be sure to mark your calendar for our Minneapolis home tour on Sunday, May 13th. Registration information is available on our website: awesomemadeuprealtor.com/hometour
Thank you again for being part of such a wonderful workshop group. I look forward to working with you soon!
Before you press send on any of the emails we’ve outlined above, be sure you proofread them carefully. Pay attention to grammar, punctuation, and spelling, as well as your use of headings for scannability.
When possible, segment your email list and customize your messages for each group of recipients. The better you communicate with your attendees, the more likely they’ll be to return for your next event.
we want to thank you for attending the 2nd Annual Conference on Haitian We thank you in advance for your comments and suggestions and we assure you that Your presence helped to make this event a great success and your enthusiasm Career Advice, Leadership & Professional Development.
Your event attendees may travel thousands of miles and spend hundreds of dollars just to show up at your event. Finding a way to show appreciation for their attendance is not only required, it is expected. Yet we forget this very crucial element of planning successful events.
The following six creative ways to say thank you are very easy to implement ideas for your event.
In fact, more and more often, events are finding fabulous and creative ways to appreciate their guests. Here are few ideas to start spreading the love at your next event.
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Who doesn’t love a good freebie? No matter who you are and how much clutter you may have, you still appreciate something for nothing. The key is providing valuable items as your freebies, so your guests don’t just feel like they’re getting another grocery bag, pen or notepad.
To find out what your guests might like, try surveying them with some of your selections. This is a fun way to get them excited in advance and also show your gratitude. They will be busting with anticipation to see which attendee gift won out.
Almost everyone loves to eat! Try giving your attendees ice cream as they leave a session or just simply providing free coffee. I know these expenses can add up, but they also show your attendees that you want them to be happy and you appreciate them spending time at your event. Nothing says we care about your happiness, more than free coffee!
Social media is an excellent place to thank your guests. People love recognition. It is just human nature. Finding a way to recognize your guests online is a fabulous way to interact and say thank you at the same time.
Try tweeting out messages of appreciation throughout the event. You could also create a Facebook photo album following the event, thanking your guests for attending. Many of your attendees may share the album and this could also encourage future attendees to join your event!
If you have an attendee group that is very active on social media you could also feature some of their messages by sharing or retweeting. Perhaps you could encourage your guests to blog or write about their experience and then share that on your site. This will show appreciation for your guests and it will also add value to your event and your future attendees.
If you have a long-standing event, you should take the time to recognize attendees that have been with you for the long haul. Perhaps this is done at a special dinner or session, or maybe you feature them in a newsletter or blog post. While you may not be able to recognize every attendee, this will show all of your guests that you are taking the time to appreciate loyalty to your event.
You could also feature first-time attendees or have a first-time attendee mixer or session. This helps to break the ice, get first timers more involved and gives you a chance to thank them for joining your event.
Providing exclusive or early access to learning materials, discounts or programs can be a great way to show appreciation for your attendees. Finding ways to give guests additional benefits that other people (non-attendees) will not get is a sign of appreciation. Nothing is less exciting than seeing a special or discount at an event, only to come home and realize everyone had access to that deal. Attendees want to feel special and truly valued. Providing exclusivity gives them more of this extra special feeling.
Most people are tired of getting a standard form letter in the mail as sign of appreciation following an event. As event profs we need to find ways to be creative, especially in our thank you messaging. The form letter is overdone and played out, so try to think of new and exciting ideas when sending a thank you message.
Perhaps within your thank you correspondence you can imbed a video from the event, where you include some type of appreciative message. It doesn’t have to be anything grand, just a nice 30 second or 1 minute video will go a long way!
If you have a small group of attendees, I would encourage you to send out hand-written messages. These are becoming a thing of the past, but they are extremely impactful and show that you care enough to take the time and attention to write a message directly to your guest.
If you do have to go with a standardized letter for your thank you, at the very least get personal. Address each person by name, perhaps include details from sessions they attended or highlight when you might have future events in their state or region. Providing messaging that truly connects with your attendees will go a long way in your appreciation efforts.
Saying thank you can seem like such a small part of your event, but it can really make or break the feeling your event attendees have when reflecting on your gathering. The appreciation and gratitude you share with your attendees will help to grow your event, build your business and allow you become a more valuable and respected professional. By thanking other people often, YOU will be the one reaping the benefits for years to come.
Writing a thank you note doesn't need to be difficult or time consuming. Here's a simple formula that works for any occasion:
While not required, a well-chosen quote could also add a touching note to your writing and personalize your card or letter even more. YourDictionary has a host of quotes for you to choose from.
Handwritten thank you notes are ideal, but it's now considered acceptable to send an email thank you note for a time sensitive occasion. For example, you would want to send an email thank you after a job interview to make sure your note was received before the final hiring decision was made.
There are many thoughtful words and sentiments that you can use to show your gratitude in thank you notes. We have selected a few key phrases that will help you get started with writing a touching, appreciative note.
After a wedding, a graduation, retirement or anniversary party, or other special event, it's customary to thank your guests for helping you celebrate. Words and phrases appropriate for an event thank you note include:
When you've been invited as a guest in someone's home, send a thank you note expressing appreciation for this hospitality. Some phrases that would be appropriate include:
It's always a good idea to send a thank you note for a gift, especially if the gift arrived via mail or the giver wasn't around to see you open it. Some examples of wording include:
When someone goes out of their way to help make your day a bit brighter, you can show your appreciation with a heartfelt thank you note. Try using:
A job search often requires several thank you notes. You should send a note after an interview, as well as to thank people who offered you job leads, networking connections, or a professional reference. For example:
YourDictionary has further examples of appropriate words and phrases to use on thank you notes for different occasions:
Use these ideas as a guide to help you create a heartfelt thank you note.
Now that you have seen these examples of great ways to start off a thank you note, you are ready to write your own notes after you receive a nice gift, attend a dinner party or interview, or someone helps you. Remember to make the thank you note personal and be sure to mention specifically what you are thanking the recipient for.
YourDictionary definition and usage example. Copyright © 2018 by LoveToKnow Corp
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Thank you for attending the (agency's) Air Quality Workshop. We hope that you found the workshop informative and worthwhile. Our primary goal was to.
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I thank you for agreeing to meet with the Board of Directors. It made a lot more sense to hear all of your thoughts in person, and I know that everyone on the board learned a great deal from the half hour presentation. I believe that they will approve your plans, and I am sure that there are good times ahead of us.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Further things to consider when writing thank you letters to guests
Thank-you letters are letters written to politely acknowledge a gift, service, compliment or an offer. Simply put, these are letters you write to express your gratitude and appreciation for someone's thoughtful actions. You can send a thank-you letter after personal events, an interview, networking events, after receiving a gift or donation, etc. A thank-you letter is always special in that it lets the recipient know that what he/she did was greatly valued and appreciated. The letter should be sent promptly and when the events are still fresh so that it can be more meaningful.
Thank-you letters should be warm, personal, and sincere. Begin with the two magical words "Thank you," and address the recipient in a way that feels most natural. Be clear about what you are thanking the person for. Let the recipient know why his/her specific gift or actions are cherished and why they are important to you. Inquire after the recipient's well-being and share some information about your life. Let him/her know that you are thinking about him/her and mention the next time you may want to meet. To wrap things up, thank the recipient again and let him/her know that you value his/her friendship.
Letters to guests are letters written to people who have been invited to visit somewhere or take part in a function. There are numerous instances when people write letters to their guests. For instance, a hotel manager may write an apology letter to a guest to apologize for a booking error or an appreciation letter to show gratitude to the guest for making reservations with the hotel. In other instances, event organizers may send invitation letters to guest speakers to formally invite them to an event and thank-you letters to all guests after attending the event. In all situations, these letters must be addressed properly and sent promptly.
Letters to guests can be formal or informal based on the situation. For appreciation and thank-you letters, the layout can be less formal and casual. However, if you are writing to invite a guest speaker to a function, then the letter must follow the formal letter rules. It must also contain all the information the guest needs to make a decision on whether to accept the invitation or not. Make the letter easy to read, clear, and respectful. Provide your contact details where appropriate. Close with the appropriate call to action.
Sample thank you for successful event. Thank you for attending my wedding, your gift and presence was highly appreciated. Another GREAT Follow Up.